american psychiatric association cpt coding resources for apa members

American Psychiatric Association CPT Coding Resources for APA Members

2013 Coding Change FAQs

[Updated 9.18.2012]

The changes to the CPT Psychiatry codes are major. The entire coding framework has really changed. These FAQs are an attempt to answer specific questions. In order the get an overall picture of the changes and how they relate to each other, go to http://psychiatry.org/practice/managing-a-practice/cpt-changes-2013/changes-to-the-codes [Member log in required.]

Q: Is it true that the CPT codes psychiatrists use will be changing next year?

A: Yes, most of the codes in the Psychiatry section of CPT (the 908xx codes) will be changing for 2013. The new codes and their descriptors were published by the AMA at the beginning of September and specific information about them is now available to APA members.

Q: When will we have to start using the new codes?

A: All services provided on and after January 1, 2013, will have to be referenced using the new codes.

Q: Where can I find out about the new codes?

A: Information about the new codes (which includes a crosswalk from the old codes to the new codes) is available to APA members online at http://www.psychiatry.org/practice/managing-a-practice/cpt-changes-2013/changes-to-the-codes [Member log in required.] We also recommend you buy a copy of the 2013 CPT codebook from the AMA, which you can purchase online at https://catalog.ama-assn.org/Catalog/.

Q: I currently use different psychotherapy codes when I work in the hospital or at a nursing home than I do when I see patients in my office and different codes if I provide evaluation and management services or not, will these codes be replaced by new ones?

A: Yes. The psychotherapy codes have been simplified. There are now just three timed psychotherapy codes that are to be used in all settings (90832-30 minutes; 90834-45 minutes; and 90837-60 minutes) when psychotherapy is the only service provided, as well as three timed add-on psychotherapy codes when psychotherapy is provided along with an E/M service (90833-30 minutes; 90836-45 minutes; and 90838-60 minutes).

http://psychiatry.org/practice/managing-a-practice/cpt-changes-2013/changes-to-the-codes

http://www.psychiatry.org/practice/managing-a-practice/cpt-changes-2013/changes-to-the-codes

http://www.psychiatry.org/practice/managing-a-practice/cpt-changes-2013/changes-to-the-codes

https://catalog.ama-assn.org/Catalog/

https://catalog.ama-assn.org/Catalog/



[Updated 9.18.2012]

Q: I understand that instead of using the current psychotherapy codes with E/M services (90805, 90807) next year we will bill using the appropriate E/M code from the 99xxx series of codes (i.e., 99211, 99212, etc) and a timed add-on code for the psychotherapy. What exactly is an add-on code?

A: An add-on code is a code that can only be used in conjunction with another, primary code and is indicated by the plus symbol (+) in the CPT manual. While basic CPT codes are valued to account for pre- and post-time, add-on codes are only valued based on intra-service time since the pre- and post-time is accounted for in the primary code. The add-on code concept was developed to eliminate the redundancy of work that happens when you provide two services on the same day (i.e., review of a patient’s medical record, greeting the patient). In the new Psychiatry codes there are three different types of add-on codes: 1.) Timed add-on codes to be used to indicate psychotherapy when it is done with medical evaluation and management; 2.) A code to be used when psychotherapy is done that involves interactive complexity (and 3.) A code to be used with the crisis therapy code for each 30 minutes beyond the first hour.

Q: I understand that the new add-on codes are indicated by a plus (+) sign in the CPT manual, is this symbol used when we use the add-on code on a claim?

A: No, you just use the 5-digit code—the + is just used to distinguish the add-on code in the CPT manual so you know it can only be used in addition to another, primary code.

Q: What is an E/M code?

A: The evaluation and management (E/M) codes are found in the first section of the AMA CPT manual. The first two digits of this code set are 99. The E/M codes are generic in the sense that they can be used by all physicians. They describe general medical services by setting. Code selection is based on whether the patient is new or established, the setting (outpatient, inpatient, nursing facility), and on the complexity of the service provided, which is based on the nature of the presenting problem. There are specific documentation requirements when using these codes. You can download a list of the most frequently used E/M codes as well as information on the documentation requirements on the APA’s webpage for CPT Coding Changes (www.psychiatry.org/cptcodingchanges).

Q: I’ve never used the CPT evaluation and management codes before, is there somewhere I can find out about how to use them?

A: The APA has an online introductory course on E/M coding for psychiatrists (for which you can receive CME credit). The course can be accessed at www.apaeducation.org . There is also a free noncredit online introduction to E/M coding at http://emuniversity.com/ .

Q: I understand there are now two codes to use for a standard initial psychiatric diagnostic evaluation, 90791 and 90792. Why was this done?

http://www.psychiatry.org/cptcodingchanges

http://www.apaeducation.org/

http://emuniversity.com/



[Updated 9.18.2012]

A: Currently all mental health clinicians use the same initial evaluation codes, even though non-medical providers cannot provide the medical work that is described in those codes. Beginning in 2013, psychiatrists can use code 90792, which indicates medical services were provided, while nonmedical providers will use 90791, which does not include medical services.

Q: I only use the codes currently in the Psychiatry section of CPT, specifically 90801, 90807, and 90862. Will the 2013 changes mean that I won’t be able to use any of these codes?

A: Yes, but it’s not as dire as it sounds. There are two new codes available that can be used in lieu of 90801, 90791, for a psychiatric evaluation without medical services; and 90792, for an evaluation with medical services (and, of course, you’ve always been able to use a new patient evaluation and management (E/M) code for this initial encounter as well). As for 90807, under the new framework you’d use the appropriate E/M code, chosen on the basis of the complexity of the evaluation and management services provided, and the appropriate add-on code based on the length of time you provided psychotherapy (do not count any time spent providing E/M services). If you spent anywhere from 16 to 37 minutes providing psychotherapy you would bill a 90833 (30-minute psychotherapy). If you spent anywhere from 38 to 52 minutes providing psychotherapy you would bill a 90836(45-minute psychotherapy session). For 90862, which is an evaluation and management service, you will choose the appropriate code from the Evaluation and Management section of CPT (the 99xxx codes), which you may have already been doing.

Q: Can I choose the E/M code on the basis of time spent providing counseling and coordination of care and also bill for psychotherapy using the psychotherapy add-on?

A: No, if you are doing psychotherapy in conjunction with an E/M service, you must choose the E/M code on the basis of the work performed, NOT on the basis of time spent providing counseling and coordination of care.

Q: My current contracts with several insurers stipulate that I can only bill for specific codes that are currently in the Psychiatry section of CPT. The contracts also stipulate how I will be reimbursed for providing the services identified by these codes. What will happen to my contracts if these codes no longer exist?

A: Good question. The APA has been contacting major insurers the help ease the transition to the new codes. New contracts may have to be drawn up that reflect the new set of codes. Insurers may use a crosswalk from the old codes to the new so that no new negotiations would need to take place. In fact, even now, under parity, all insurers should reimburse psychiatrists when they bill using one of the E/M codes, which are used by all physicians.



[Updated 9.18.2012]

Q: In my outpatient practice I see patients often for medication management and use CPT code 90862, which has been deleted for 2013. What code will I use in place of 90862?

A: For a typical 90862 for which you would spend at least 15 minutes with the patient, in 2013 you would probably use E/M code 99213. If the patient you are seeing is stable, and really just needs a prescription refill, code 99212 might be a more appropriate crosswalk. If you have a patient with a very complex situation, you might need to use 99214, a higher level E/M code. The E/M codes have documentation guidelines published by the Centers for Medicare and Medicaid Services (CMS) that explain how to determine which level code to choose. There is a link to this information at the bottom of http://psychiatry.org/cptcodingchanges .

Q: I am a child psychiatrist and generally bill using one of the interactive psychotherapy codes. Since these have been eliminated, how will I indicate that my work requires more than standard verbal communication with the patient?

A: There is now an add-on code, 90785, that can be used with diagnostic evaluation or psychotherapy codes to indicate what is now referred to as “interactive complexity.” The concept of interactive complexity has been extended to include any situation when the interaction with a patient and/or family member is more complex than normal or when other parties must be involved in the treatment. See the AMA CPT manual for specific coding guidelines.

Q: If coding for psychotherapy with an add-on code, will I need to list a concurrent E/M code from the 992xx list when seeing patients on an outpatient basis? If so, how will insurers pay attention to whether there is a complicated concurrent medical issues or more standard issues that often come with combined medication management? Are these questions ones that have yet to be clarified with insurance carriers including CMS?

A: The new schema will allow you to select the appropriate E/M code on the basis of the complexity of the service you provided (which is based on the nature of the presenting problem). You will file a claim for the appropriate 992xx code based on the complexity of the E/M service required, then, if you also do psychotherapy, you will also include on that claim the add-on time-based psychotherapy code. (Of course, if you just do psychotherapy and no E/M you will use one of the straight psychotherapy codes rather than an add-on.)Your documentation (if requested) will provide the insurer with evidence of the work you performed, which validates the level of E/M code you selected. A 90862 is similar in work to a 99213, and we do not project CMS or private insurers having a problem with coding at this level. In cases where a stable patient is essentially just being seen for a prescription refill, a 99212 might be appropriate. The APA has been working with CMS and major insurers in the hope of making this transition as smooth as possible.

Q: I practice at a community mental health center where my billing department has told me that I cannot use E/M codes because "it's not allowed" and because no insurance company, including

http://psychiatry.org/cptcodingchanges



[Updated 9.18.2012]

Medicare, will reimburse for them. I have never understood this and am now wondering whether we will suddenly be able to use E & M codes in 2013 or whether we'll have trouble getting paid for anything.

A: The CMHC where you work may, for whatever reasons, choose not to bill using E/M codes, and they may have contracts with some insurers that limit them to the codes in the Psychiatry section of CPT. However, Medicare has no stricture against reimbursing psychiatrists for providing E/M services and under Parity, no insurance company should refuse to reimburse psychiatrists when they provide E/M services. Under the new coding framework psychiatrists will have to use E/M codes for the evaluation and management services they provide.

Q: What are the RVUs (including malpractice, practice expense, and work components) associated with the new codes? Without that information it is hard to decide what to charge for them.

A: Although RVUs for the codes were recommended to the Centers for Medicare and Medicaid Services by the AMA RUC based on surveys that were done for the new codes, the codes will not be officially valued until the Medicare Physician Fee Schedule is published in the Federal Register sometime in late November or December.

Questions – Go to http://www.psychiatry.org/practice, or call 800-343-4671 or send an email to [email protected]. To purchase a copy of the 2013 CPT manual call the AMA at 800-621-8335 or go to https://catalog.ama-assn.org/Catalog/home.jsp .

http://www.psychiatry.org/practice

mailto:[email protected]

https://catalog.ama-assn.org/Catalog/home.jsp

CPT Coding Changes for 2013

Getting Prepared

American Psychiatric Association

Webinar Housekeeping

Minimize/maximize panel by

clicking the arrow

To be recognized:

Type your question in the

“Question” box

If the dialogue box disappears,

click the arrows at the top of the

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Presenter

Ronald Burd, MD

Psychiatrist, Stanford

Health, Fargo, ND

Chair, APA Committee on

Codes, RBRVS and

Reimbursements

APA Representative, AMA’s

RBRVS Update Committee


Disclosure


The presenter has no relevant financial relationships with

the manufacturers of any commercial products or

providers of commercial services discussed in this CME

activity. I receive financial reimbursement for expenses to

attend AMA RUC and CPT meetings.

This information is for educational and informational

purposes only, and represents the understanding of the

presenter regarding the material involved. The presenter

assumes no liability or responsibility for behavior based

on this presentation.

Disclosure, continued


Nothing presented herein is to be construed as an

attempt or encouragement by the presenter to distort or

avoid following Medicare/Medicaid or other legal rules,

regulations, or guidelines, in any way.

If attendees have questions about Medicare or about

actions to take in their own practices they are advised to

consult with their Medicare Contractor and with their

legal advisors.

CPT coding and documentation –

Whose job is it?


Documentation and coding is part of physician work

You are responsible for the clinical work and equally

responsible for the documentation and coding

This should not be the job of your staff!

Overview

Timeline

Overview of the changes to be implemented in 2013

Explanation of key CPT definitions (Add-on, Time)

Detailed explanation of the changes to the CPT

framework

Significance of E/M codes (99xxx) and documentation

How to prepare

Where to learn more


Timeline

August 31, 2012

November 2012

January 1, 2013

CPT electronic files released;

changes to CPT codes public

CMS releases the Final Rule on the

2013 Physician Fee Schedule

(includes relative values)

New code set goes in to effect –

must bill using new CPT codes


Overview of changes implemented in 2013

Key codes have been deleted, e.g. 90862 Pharmacologic Management

Key services have been assigned new numbers and/or are described differently, and all new codes can be used in all settings

There are now two codes for an initial evaluation; one with medical services and one without

Psychotherapy is no longer distinguished by site of service

Psychotherapy with E/M is now an E/M code with a Psychotherapy add-on

There is a new crisis psychotherapy code

Work previously described using the interactive codes is now done by using an add-on code


Detailed Explanation of Changes


Pharmacologic management


90862 has been DELETED

Psychiatrists should use the appropriate E/M series code

(99xxx) to report this service

A new add-on code – 90863 – has been added to

describe pharmacologic management when performed by

a prescribing psychologist; Physicians should NEVER use

90863

Pharmacologic management


CPT Code Total RVUs Medicare Fee

Pharmacologic Management

90862 1.72 $58.54

Outpatient E/M codes for an established patient

99212 1.25 $42.55

99213 2.07 $70.46

99214 3.06 $104.16

99215 4.11 $139.89

Psychiatric diagnostic evaluation - Overview


A distinction has been made between diagnostic evaluations without medical services and evaluations with medical services

Interactive services are captured using an add-on code

These codes can be used in any setting

These codes can be used more than once in those instances where the patient and other informants are included in the evaluation

These codes can be used for reassessments

Psychiatrists and other medical providers have the option of using the appropriate 99xxx series code in lieu of the 90792

Psychiatric diagnostic evaluation

2012 2013

90801

90802

90791, Psychiatric diagnostic evaluation

90792, Psychiatric diagnostic evaluation

with medical services

90791plus 90785, Psychiatric diagnostic

evaluation with interactive complexity

90792 plus 90785, Psychiatric diagnostic

evaluation with medical services and

with interactive complexity


E/M with psychotherapy - Overview


Psychotherapy with E/M is now reported by selecting the

appropriate E/M service code (99xxx series) and the

appropriate psychotherapy add-on code

The E/M code is selected on the basis of the site of

service and the key elements performed

The psychotherapy add-on code is selected on the basis

of the time spent providing psychotherapy and does not

include any of the time spent providing E/M services

If no E/M services are provided, use the appropriate

psychotherapy code (90832, 90834, 90837)

Psychotherapy with E/M vs E/M with psychotherapy

2012 2013

90805, 90817

90807, 90819

90809, 90821

Appropriate 99xxx series code plus

one of the following:

90833, Psychotherapy, 30 minutes

when performed with an E/M

90836, Psychotherapy 45 minutes


90838, Psychotherapy 60 minutes



E/M codes


The psychotherapy add-on code can be billed with the following E/M codes:

Outpatient, established patient:

99212 – 99215

Subsequent hospital care

99231 – 99233

Subsequent nursing facility care

99307 – 99310

Psychotherapy

2012 2013

90804, 90816

90806, 90818

90808, 90821





Important concepts – CPT time rule


CPT Time Rule

“A unit of time is attained when the mid-point is passed”

“When codes are ranked in sequential typical times and the

actual time is between two typical times, the code with the

typical time closest to the actual time is used.”

As an example, codes of 30, 45, and 60 minutes are billed at

16-37 mins, 38-52 mins, and 53-67 mins.

(CPT 2013, p xii)

Important concepts – Add-on code


Add-on Code

It is a code(s) that describes work that is performed in

addition to the primary service

It is never reported alone

Examples include Psychotherapy, Interactive Complexity and

Crisis Services

(CPT 2013, p xi)

Important concepts – Interactive Complexity


Interactive Complexity - 90785

“Interactive” in previous codes was limited in use to times

when physical aids, translators, interpreters, and play therapy

was used

“Interactive Complexity” extends the use to include other

factors that complicate the delivery of a service to a patient.

These include:

Arguing or emotional family members in a session that interfere with

providing the service

Third party involvement with the patient, including parents, guardians,

courts, schools

Need for mandatory reporting of a sentinel event

Psychotherapy with interactive complexity

2012 2013

90810, 90823

90812, 90826

90814, 90828

90832 plus 90785, Psychotherapy,

30 minutes with interactive

complexity add-on



complexity add-on



complexity add-on


E/M with psychotherapy and interactive complexity

2012 2013


90811, 90824

90813, 90827

90815, 90829

99xxx plus 90833 and 90785, E/M

with psychotherapy, 30 minutes

with interactive complexity add-on

99xxx plus 90836 and 90785, E/M



99xxx plus 90838 and 90785, E/M



Psychotherapy - Overview


Psychotherapy codes are no longer site specific

Psychotherapy time includes face-to-face time spent with

the patient and/or family member

Time is chosen according to the CPT time rule

Interactive psychotherapy is reported using the

appropriate psychotherapy code along with the

interactive complexity add-on code

Psychotherapy for crisis


A new code and an add-on code have been added to

describe crisis psychotherapy (90839)

90839, Psychotherapy for crisis, first 60 minutes

(CPT Rule applies: 30-74 minutes)

+90840, Psychotherapy for crisis each additional 30

minutes

Crisis Psychotherapy: “an urgent assessment and history of a crisis state, a mental status exam, and

a disposition. The treatment includes psychotherapy, mobilization of

resources to defuse the crisis and restore safety, and implementation of

psychotherapeutic interventions to minimize the potential for psychological

trauma. The presenting problem is typically life threatening or complex and

requires immediate attention to a patient in high distress.”

Editorial changes to psychophysiological

therapy


Editorial changes were made to the times assigned to CPT

codes 90875 and 90876 (Individual psychophysiological

therapy with biofeedback training)

90875 is now 30 minutes

90876 is now 45 minutes

Significance of E/M Codes

(99xxx) and Documentation


Evaluation and management codes -

Overview


Medical providers use Evaluation and Management (E/M) codes when billing general office or facility-based visits.

These codes have replaced 90862 and can be used when an E/M service is done in addition to psychotherapy

The Centers for Medicare and Medicaid Services have established guidelines for selecting the appropriate E/M code

Codes are divided by new and established patients, site of service, and level of complexity or amount of work required

The amount of work required is driven by the nature of the presenting problem.

If counseling and coordination of care accounts for more than 50% of the patient encounter, you can select the E/M code on the basis of time EXCEPT when done in conjunction with a psychotherapy visit.

Most frequently used E/M codes


Category/Subcategory Code Numbers

Office or outpatient services

New patient 99201–99205

Established patient 99211–99215

Hospital observational services Observation care discharge serv. 99217

Initial observation care 99218–99220 Subsequent observation care 99224-99226

Hospital inpatient services

Initial hospital care 99221–99223

Subsequent hospital care 99231–99233

Hospital discharge services 99238–99239




Consultations (Medicare – non-covered service)

Office consultations 99241–99245

Inpatient consultations 99251–99255

Emergency department services 99281–99288

Nursing facility services

Initial Nursing Facility Care 99304–99306

Subsequent nursing facility care 99307-99310

Nursing facility discharge services 99315-99316




Domiciliary, rest home, or custodial care services



Home services



E/M Services –

By the “bullets” or key components


Nature of presenting problem/chief complaint: Drives the

amount of work performed

Nature of the presenting problem


There are 5 types of presenting problems:

Minimal: May not require the presence of a physician but

service is provided under physician’s supervision

Self-limited or minor: Has a definite and prescribed

course, is transient or not likely to permanently change a

person’s health status; or it has a good prognosis with

management and compliance

Nature of the presenting problem


Low severity: Risk of morbidity/mortality without treatment is low; full recovery without functional impairment is expected

Moderate severity: Risk of morbidity/mortality without treatment is moderate or uncertain prognosis; or increased probability of prolonged functional impairment

High severity: Risk of morbidity is high to extreme/risk of mortality is moderate to high without treatment; or there is a high probability of severe, prolonged functional impairment.

E/M Services –

“Bullets” or key components


History

Exam

Medical Decision Making

History


There are 4 levels of history:

Problem focused

Expanded problem focused

Detailed

Comprehensive

These are based on:

History of the present illness (HPI)

Review of systems (ROS)

Past/family and/or social history

Exam


There are 4 levels of examination:

Problem focused


Detailed

Comprehensive

A psychiatric exam includes:

Constitutional (vital signs, general appearance)

Musculoskeletal (muscle strength and tone, gait and station)

Psychiatric (Speech, thought processes, associations, abnormal or psychotic thoughts, judgment and insight, orientation, memory, attention span and concentration, language, fund of knowledge, mood and affect)

Medical decision making


There are three levels of medical decision making (MDM):

Straightforward

Low complexity

Moderate complexity

High complexity

These are based on the:

Number of diagnosis or management options

Amount or complexity of data to be reviewed

Risk of complications

E/M code selection


When selecting the code on the basis of the “bullets” or

key components, first determine the level of work

performed for each components (history, exam, medical

decision making)

For all new patients: The work must meet or exceed the

stated level for all 3 key components

For all established patients: The work must meet or

exceed the stated level for 2 of the 3 key components

E/M services

By counseling and coordination of care


In those instances when more than 50% of the face-to

face-encounter is spent providing counseling and

coordination of care, the E/M code can be determined on

the basis of time rather than on the key components.

You CAN NOT use this method of code selection when

psychotherapy is provided for the patient on the same

day.

How to Prepare


How to prepare


Purchase a 2013 edition of the AMA CPT manual at

www.amabookstore.com

Learn how to select and document E/M codes (99xxx

series)

Locate and review any contracts with commercial payers

and Medicaid

Watch the APA website for more information

http://www.amabookstore.com/

Where to Learn More


Where to learn more


APA has developed educational materials and

opportunities for APA members that can be found on the

APA website at www.psychiatry.org\practice

Things such as:

An CPT coding crosswalk

On-line course on E/M coding and documentation

Live and recorded Webinars on E/M coding

Live Q&A conference calls

Face-to-face courses on CPT coding and documentation

APA CPT Coding Network (for questions by email)

http://www.psych.org/practice



Contact APA for additional help


You can reach CPT coding staff in the APA’s Office of

Healthcare Systems and Financing by:

Telephone – 1-800-343-4672, or

Email – [email protected]

29

4

Codes and Documentation for Evaluation and Management Services

The evaluation and management (E/M) codes were introduced in the 1992 up-

date to the fourth edition of Physicians’ Current Procedural Terminology (CPT).

These codes cover a broad range of services for patients in both inpatient and

outpatient settings. In 1995 and again in 1997, the Health Care Financing Ad-

ministration (now the Centers for Medicare and Medicaid Services, or CMS)

published documentation guidelines to support the selection of appropriate

E/M codes for services provided to Medicare beneficiaries. The major differ-

ence between the two sets of guidelines is that the 1997 set includes a single-sys-

tem psychiatry examination (mental status examination) that can be fully

substituted for the comprehensive, multisystem physical examination required

by the 1995 guideline. Because of this, it clearly makes the most sense for

mental health practitioners to use the 1997 guidelines (see Appendix E). A practical

27-page guide from CMS on how to use the documentation guidelines can be

found at http://www.cms.hhs.gov/MLNProducts/downloads/eval_mgmt_serv

_guide.pdf. The American Medical Association’s CPT manual also provides

valuable information in the introduction to its E/M section. Clinicians currently

have the option of using the 1995 or 1997 CMS documentation guidelines for

E/M services, although for mental health providers the 1997 version is the obvi-

ous choice.

The E/M codes are generic in the sense that they are intended to be used by

all physicians, nurse-practitioners, and physician assistants and to be used in

primary and specialty care alike. All of the E/M codes are available to you for re-

porting your services. Psychiatrists frequently ask, “Under what clinical cir-

cumstances would you use the office or other outpatient service E/M codes in

lieu of the psychiatric evaluation and psychiatric therapy codes?” The decision

30 Procedure Coding Handbook for Psychiatrists, Fourth Edition

to use one set of codes over another should be based on which code most accu-

rately describes the services provided to the patient. The E/M codes give you

flexibility for reporting your services when the service provided is more medi-

cally oriented or when counseling and coordination of care is being provided

more than psychotherapy. (See p. 44 for a discussion of counseling and coordi-

nation of care).

Appendix K provides national data on the distribution of E/M codes selected

by psychiatrists within the Medicare program. Please note that although there

are many codes available to use for reporting services, the existence of the codes

in the CPT manual does not guarantee that insurers will reimburse you for the

services designated by those codes. Some insurers mandate that psychiatrists and

other mental health providers only bill using the psychiatric codes (90801–90899).

It is always smart to check with the payer when there are alternatives available for

coding.

THE E/M CODES

• E/M codes are used by all physician specialties and all other duly licensed

health providers.

• The definitions of new patient and established patient are important because

of the extensive use of these terms throughout the guidelines in the E/M sec-

tion. A new patient is defined as one who has not received any professional

services from the physician or another physician of the same specialty who

belongs to the same group within the past 3 years. An established patient

is one who has received professional services from the physician or another

physician of the same specialty who belongs to the same group within the past

3 years. When a physician is on call covering for another physician, the decision

as to whether the patient is new or established is determined by the relation-

ship of the covering physician to the physician group that has provided care

to the patient for whom the coverage is now being provided. If the doctor is

in the same practice, even though she has never seen the patient before, the

patient is considered established. There is no distinction made between new

and established patients in the emergency department.

The other terms used in the E/M descriptors are equally as important.

The terms that follow are vital to correct E/M coding (complete definitions

for them can be found under Steps 4 and 5 later in this chapter):

• Problem-focused history

• Detailed history

• Expanded problem-focused history

• Comprehensive history

• Problem-focused examination

• Detailed examination

• Expanded problem-focused examination

• Comprehensive examination

Codes and Documentation for Evaluation and Management Services 31

• Straightforward medical decision making

• Low-complexity medical decision making

• Moderate-complexity medical decision making

• High-complexity medical decision making

• E/M codes have three to five levels of service based on increasing amounts of

work.

• Most E/M codes have time elements expressed as the time “typically” spent

face-to-face with the patient and/or family for outpatient care or unit floor

time for inpatient care.

• For each E/M code it is noted that “Counseling and/or coordination of care

with other providers or agencies is provided consistent with the nature of the

problem(s) and the patient’s and/or family’s needs.” When this counseling and

coordination of care accounts for more than 50% of the time spent, the typical

time given in the code descriptor may be used for selecting the appropriate code

rather than the other factors. (See p. 44 for a discussion of counseling and co-

ordination of care.)

• The 1995 and 1997 CMS documentation guidelines for E/M codes have be-

come the basis for sometimes draconian compliance requirements for clini-

cians who treat Medicare beneficiaries. Commercial payers have adopted

elements of the documentation system in a variable manner. The fact is that

the documentation guidelines cannot be ignored by practitioners. To do so would

place the practitioner at risk for audits, civil actions by payers, and perhaps even

criminal charges and prosecution by federal agencies.

SELECTING THE LEVEL OF E/M SERVICE

The following are step-by-step instructions that guide you through the code se-

lection process when providing services defined by E/M codes. Code selection is

made based on the work performed.

Step 1: Select the Category and Subcategory of E/M Service

Table 4–1 lists the E/M services most likely to be used by psychiatrists. This table

provides only a partial list of services and their codes. For the full list of E/M codes

you will need to refer to the CPT manual.


TABLE 4–1. EVALUATION AND MANAGEMENT CODES MOST LIKELY TO BE USED BY

PSYCHIATRISTS

CATEGORY/SUBCATEGORY CODE NUMBERS




Hospital observational services

Observation care discharge services 99217

Initial observation care 99218–99220





Consultations1



Emergency department services



Initial nursing facility care 99304–99306

Subsequent nursing facility care 99307–99310

Nursing facility discharge services 99315–99316

Annual nursing facility assessment 99318




Home services



Team conference services

Team conferences with patient/family2 99366

Team conferences without patient/family 99367

Behavior change interventions

Smoking and tobacco use cessation 99406–99407

Alcohol and/or substance abuse structured screening and brief intervention

99408–99409

Non-face-to-face physician services3

Telephone services 99441–99443

On-line medical evaluation 99444

Basic life and/or disability evaluation services 99450

Work-related or medical disability evaluation services 99455–99456

1Medicare no longer recognizes these codes.2For team conferences with the patient/family present, physicians should use the appropriate evaluation and man-

agement code in lieu of a team conference code.3Medicare covers only face-to-face services.


Step 2: Review the Descriptors and Reporting Instructions for the E/M Service Selected

Most of the categories and many of the subcategories of E/M services have spe-

cial guidelines or instructions governing the use of the codes. For example, un-

der the description of initial hospital care for a new or established patient, the

CPT manual indicates that the inpatient care level of service reported by the ad-

mitting physician should include the services related to the admission that he or

she provided in other sites of service as well as in the inpatient setting. E/M ser-

vices that are provided on the same date in sites other than the hospital and that

are related to the admission should not be reported separately.

Examples of Descriptors for CPT Codes Used Most Frequently by

Psychiatrists

99221—Initial hospital care, per day, for the evaluation and management of a

patient, which requires these three key components:

• A detailed or comprehensive history• A detailed or comprehensive examination• Medical decision making that is straightforward or of low complexity

Counseling and/or coordination of care with other providers or agencies is provided consistent with the nature of the problem(s) and the patient’s and/or family’s needs.

Usually, the problem(s) requiring admission are of low severity. Physicians typically spend 30 minutes at the bedside and on the patient’s hospital floor or unit.


patient, which requires these three key components:

• A comprehensive history• A comprehensive examination• Medical decision making of moderate complexity


Usually, the problem(s) requiring admission are of moderate severity. Physicians typically spend 50 minutes at the bedside and on the patient’s hospital floor or unit.


patient, which requires these three key components:• A comprehensive history• A comprehensive examination• Medical decision making of high complexity


Usually, the problem(s) requiring admission are of low severity. Physicians typically spend 70 minutes at the bedside and on the patient’s hospital floor or unit.


Step 3: Review the Service Descriptors and the Requirements for the Key Components of the Selected E/M Service

Almost every category or subcategory of E/M service lists the required level of

history, examination, or medical decision making for that particular code. (See

the list of codes later in the chapter.)

For example, for E/M code 99223 the service descriptor is “Initial hospital

care, per day, for the evaluation and management of a patient, which requires these

three key components” and the code requires



• Medical decision making of high complexity

Each of these components are described in Steps 4, 5, and 6.

Step 4: Determine the Extent of Work Required in Obtaining the History

The extent of the history obtained is driven by clinical judgment and the nature

of the presenting problem. Four levels of work are associated with history tak-

ing. They range from the simplest to the most complete and include the com-

ponents listed in the sections that follow.

The elements required for each type of history are depicted in Table 4–2. Note

that each history type requires more information as you read down the left-hand

column. For example, a problem-focused history requires the documentation

of the chief complaint (CC) and a brief history of present illness (HPI), and a

detailed history requires the documentation of a CC, an extended HPI, an ex-

tended review of systems (ROS), and a pertinent past, family, and/or social his-

tory (PFSH).

The extent of information gathered for a history is dependent on clinical judg-

ment and the nature of the presenting problem. Documentation of patient his-

tory includes some or all of the following elements.

A. CHIEF COMPLAINT (CC)

The chief complaint is a concise statement that describes the symptom, problem,

condition, diagnosis, or reason for the patient encounter. It is usually stated in the

patient’s own words. For example, “I am anxious, feel depressed, and am tired all

the time.”

B. HISTORY OF PRESENT ILLNESS (HPI)

The history of present illness is a chronological description of the development

of the patient’s present illness from the first sign and/or symptom or from the pre-

vious encounter to the present. HPI elements are:

• Location (e.g., feeling depressed)

• Quality (e.g., hopeless, helpless, worried)

• Severity (e.g., 8 on a scale of 1 to 10)

• Duration (e.g., it started 2 weeks ago)


• Timing (e.g., worse in the morning)

• Context (e.g., fired from job)

• Modifying factors (e.g., feels better with people around)

• Associated signs and symptoms (e.g., loss of appetite, loss of weight, loss of

sexual interest)

There are two types of HPIs, brief and extended:

1. Brief includes documentation of one to three HPI elements. In the following

example, three HPI elements—location, severity, and duration—are docu-

mented:

• CC: Patient complains of depression.

• Brief HPI: Patient complains of feeling severely depressed for the past

2 weeks.

2. Extended includes documentation of at least four HPI elements or the status

of at least three chronic or inactive conditions. In the following example,

five HPI elements—location, severity, duration, context, and modifying fac-

tors—are documented:


• Extended HPI: Patient complains of feelings of depression for the past

2 weeks. Lost his job 3 weeks ago. Is worried about finances. Trouble sleep-

ing, loss of appetite, and loss of sexual interest. Rates depressive feelings as

8/10.

C. REVIEW OF SYSTEMS (ROS)

The review of systems is an inventory of body systems obtained by asking a se-

ries of questions in order to identify signs and/or symptoms that the patient

may be experiencing or has experienced. The following systems are recognized:

• Constitutional (e.g., temperature, weight, height, blood pressure)

• Eyes

• Ears, nose, mouth, throat

• Cardiovascular

• Respiratory

TABLE 4–2. ELEMENTS REQUIRED FOR EACH TYPE OF HISTORY

TYPE OF

HISTORY

CHIEF

COMPLAINT

HISTORY

OF PRESENT

ILLNESS

REVIEW OF

SYSTEMS

PAST, FAMILY,

AND/OR SOCIAL

HISTORY

Problem focused Required Brief N/A N/A


Required Brief Problem pertinent

N/A

Detailed Required Extended Extended Pertinent

Comprehensive Required Extended Complete Complete


• Gastrointestinal

• Genitourinary

• Musculoskeletal

• Integumentary (skin and/or breast)

• Neurological

• Psychiatric

• Endocrine

• Hematologic/Lymphatic

• Allergic/Immunologic

There are three levels of ROS:

1. Problem pertinent, which inquires about the system directly related to the prob-

lem identified in the HPI. In the following example, one system—psychiat-

ric—is reviewed:

• CC: Depression.

• ROS: Positive for appetite loss and weight loss of 5 pounds (gastrointes-

tinal/constitutional).

2. Extended, which inquires about the system directly related to the problem(s)

identified in the HPI and a limited number (two to nine) of additional systems.

In the following example, two systems—constitutional and neurological—

are reviewed:

• CC: Depression.

• ROS: Patient reports a 5-lb weight loss over 3 weeks and problems sleep-

ing, with early morning wakefulness.

3. Complete, which inquires about the system(s) directly related to the prob-

lem(s) identified in the HPI plus all additional (minimum of 10) body sys-

tems. In the following example, 10 signs and symptoms are reviewed:


• ROS:

a. Constitutional: Weight loss of 5 lb over 3 weeks

b. Eyes: No complaints

c. Ear, nose, mouth, throat: No complaints

d. Cardiovascular: No complaints

e. Respiratory: No complaints

f. Gastrointestinal: Appetite loss

g. Urinary: No complaints

h. Skin: No complaints

i. Neurological: Trouble falling asleep, early morning awakening

j. Psychiatric: Depression and loss of sexual interest

D. PAST, FAMILY, AND/OR SOCIAL HISTORY (PFSH)

There are three basic history areas required for a complete PFSH:

1. Past medical/psychiatric history: Illnesses, operations, injuries, treatments


2. Family history: Family medical history, events, hereditary illnesses

3. Social history: Age-appropriate review of past and current activities

The data elements of a textbook psychiatric history, listed below, are substan-

tially more complete than the elements required to meet the threshold for a com-

prehensive or complete PFSH:

• Family history

• Birth and upbringing

• Milestones

• Past medical history

• Past psychiatric history

• Educational history

• Vocational history

• Religious background

• Dating and marital history

• Military history

• Legal history

The two levels of PFSH are:

1. Pertinent, which is a review of the history areas directly related to the prob-

lem(s) identified in the HPI. The pertinent PFSH must document one item

from any of the three history areas. In the following example, the patient’s

past psychiatric history is reviewed as it relates to the current HPI:

• Patient has a history of a depressive episode 10 years ago successfully

treated with Prozac. Episode lasted 3 months.

2. Complete. At least one specific item from two of the three basic history areas

must be documented for a complete PFSH for the following categories of E/M

services:

• Office or other outpatient services, established patient

• Emergency department

• Domiciliary care, established patient

• Home care, established patient

At least one specific item from each of the three basic history areas must be

documented for the following categories of E/M services:

• Office or other outpatient services, new patient

• Hospital observation services

• Hospital inpatient services, initial care

• Consultations

• Comprehensive nursing facility assessments

• Domiciliary care, new patient

• Home care, new patient

Documentation of History. Once the level of history is determined, docu-

mentation of that level of HPI, ROS, and PFSH is accomplished by listing the re-

quired number of elements for each of the three components (see Table 4–3).


TABLE 4–3.PATIENT H

ISTORY TAKING

Level of history is achieved when all four of the fourcriteria for each

element are completed for that level.

LEVELS

Problem

focused

Expanded

problem focused

Detailed

Comprehensive

ELEMENT

CRITERIA

Chief complaint (always required): Should include a brief statement,

usually in the patient’s own words; sym

ptom(s); problem; condition;

diagnosis; and reason for the encounter

Chief complaint

Chief complaint

Chief complaint

Chief complaint

History of the present illness: A chronological description of the

development of the patient’s present illness

Brief, one to

three bullets

Brief, one to three

bullets

Extended, four or

more bullets

Extended, four or

more bullets

•Associated signs and sym

ptoms

•Context

•Duration

•Location

•Modifying factors

•Quality

•Severity

•Timing

Review of systems: An inventory of body systems to identify signs and/

or symptoms

None

Pertinent to

problem,

onesystem

Extended, two to

nine system

sComplete, 10 or

more systems or

some systems

with statement

“all others negative”

•Allergic, im

munologic

•Cardiovascular

•Constitutional (fever, weight loss)

•Ears, nose, mouth, throat

•Endocrine

•Eyes

•Gastrointestinal

•Genitourinary

•Hem

atologic, lym

phatic

•Integumentary (skin, breast)

•Musculoskeletal

•Neurological

•Psychiatric

•Respiratory

Past, fam

ily, and/or social history: Chronological review of relevant data

•Past history: Illnesses, operations, injuries, treatments

•Family history: Family m

edical history, events, hereditary illnesses

•Social history: Age-appropriate review

of past and current activities

None

None

Pertinent,

one history area

Complete, two or

three history areas


An ROS and/or PFSH taken during an earlier visit need not be rerecorded if

there is evidence that it has been reviewed and any changes to the previous in-

formation have been noted. The ROS may be obtained by ancillary staff or may

be provided on forms completed by the patient. The clinician must review the ROS,

supplement and/or confirm the pertinent positives and negatives, and docu-

ment the review. By doing so, the clinician takes medical-legal responsibility for

the accuracy of the data. If the condition of the patient prevents the clinician

from obtaining a history, the clinician should describe the patient’s condition or

the circumstances that precluded obtaining the history. Failure to provide and

record the required number of elements of the ROS for the level of history des-

ignated is the most frequently cited deficiency in audits of clinicians’ mental

health records.

See Appendix H for examples of templates that provide a structure that will

ensure that the clinician’s note and documentation requirements are met. The

Attending Physician Admitting Note template for initial hospital case with a com-

plete history qualifies for a comprehensive level of history. The Attending Physician

Subsequent Care template for inpatient subsequent care or outpatient estab-

lished care contains the required elements for three levels of inpatient subse-

quent care or five levels of outpatient established care.

Step 5: Determine the Extent of Work in Performing the Examination

The mental status examination of a patient is considered a single system exam-

ination. The elements of the examination are provided in Table 4–4. This defi-

nition of what composes a mental status examination was jointly published by

the American Medical Association and Health Care Financing Administration

(now CMS) in 1997. There are four levels of work associated with performing a

mental status examination.

Table 4–4 is a summary of the four levels of examination and the number of

bullets (elements) required for each level. Template examples for the mental

status examination are illustrated in Appendix H. Failure to provide and

record the required number of constitutional elements (including vital signs)

is the second most frequently cited deficiency in audits of clinicians’ medical

records.

Step 6: Determine the Complexity of Medical Decision Making

Medical decision making is the complex task of establishing a diagnosis and se-

lecting treatment and management options. Medical decision making is closely

tied to the nature of the presenting problem. A presenting problem is a disease,

symptom, sign, finding, complaint, or other reason for the encounter having been

initiated.

• Minimal—A problem that may or may not require physician presence, but

the services provided are under physician supervision.

• Self-limited or minor—A problem that is transient, runs a definite course, and

is unlikely to permanently alter health status.


TABLE 4–4.CONTENTAND DOCUMENTATION REQUIREMENTSFORTHE SINGLE SYSTEM PSYCHIATRIC EXAMINATION

SYSTEM/BODY AREA AND ELEMENTS OF EXAMINATION

CRITERIA

Constitutional

•Measurement of

any

thre

e of th

e follo

win

g se

ven

vital

sig

ns (m

ay be

measured and recorded by ancillary staff):

1.Sitting or standing blood pressure

2.Supine blood pressure

3.Pulse rate and regularity

4.Respiration

5.Temperature

6.Height

7.Weight

•General appearance of patient (e.g., development, nutrition, body habitus,

deform

ities, attention to grooming)

One to five

elem

ents

identified by

a bullet

At least six

elem

ents

identified

by a bullet

At least nine

elem

ents

identified

by a bullet

All elem

ents

identified by

a bullet

Musculoskeletal

•Assessment of muscle strength and tone

•Exam

ination of gait and station

Psychiatric

Des

crip

tion o

f p

atie

nt’

s•

Speech, including rate, volume, articulation, coherence, and spontaneity,

with notation of abnorm

alities (e.g., perseveration, paucity of language)

•Thought processes, including rate of thoughts, content of thoughts (e.g.,

logical versus illogical, tangential), abstract reasoning, and computation

•Associations (e.g., loose tangential, circumstantial, intact)

•Abnorm

al psychotic thoughts, including hallucinations, delusions,

preoccupation with violence, homicidal or suicidal ideation, and obsessions

•Mood and affect (e.g., depression, anxiety, agitation, hypomania, lability)

•Judgm

ent (e.g., concerning everyday activities and social situations) and

insight (e.g., concerning psychiatric condition)

Com

ple

te m

enta

l st

atu

s ex

amin

atio

n, incl

ud

ing

•Orientation to tim

e, place, and person

•Recent and rem

ote m

emory

•Attention span and concentration

•Language (e.g., nam

ing objects, repeating phrases)

•Fund of knowledge (e.g., aw

areness of current events, past history,

vocabulary)

Level of examination is achieved when the number of criteria specified for

a given level is met

Problem

focused

Expanded

problem focused

Detailed

Comprehensive

Source.

Cen

ters

fo

r M

edic

are

and

Med

icai

d S

erv

ices

19

97

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idel

ines

fo

r D

ocu

men

tati

on

of

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anag

emen

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ices

.


• Low severity—A problem of low morbidity, no risk of mortality, and expec-

tation of full recovery with no residual functional incapacity.

• Moderate severity—A problem with moderate risk of morbidity and/or mor-

tality without treatment, uncertain outcome, and probability of prolonged

functional impairment.

• High severity—A problem of high to extreme morbidity without treatment,

moderate to high risk of mortality without treatment, and/or probability of

severe, prolonged functional impairment.

Medical decision making is based on three sets of data:

1. The number of diagnoses and management options: As specified in Table 4–5,

this is the first step in determining the type of medical decision making.

2. The amount and/or complexity of medical records, diagnostic tests, and/or

other information that must be obtained, reviewed, and analyzed: Table 4–6

lists the elements and criteria that determine the level of decision making for

this set of data.

3. Risk of complications and/or morbidity or mortality as well as comorbidities:

As with the two previous tables, Table 4–7 provides the elements and criteria

used to rate this particular data set.

TABLE 4–5. NUMBER OF DIAGNOSES AND MANAGEMENT OPTIONS

MINIMAL LIMITED MULTIPLE EXTENSIVE

Diagnoses One established One established [and] one rule-out or differential

Two rule-out or differential

More than two rule-out or differential

Problem(s) Improved StableResolving

UnstableFailing to change

WorseningMarked change

Management options

One or two Two or three Three changes in treatment plan

Four or more changes in treatment plan

Note. To qualify for a given type of decision making, two of three elements must be met or exceeded.

TABLE 4–6. AMOUNT AND/OR COMPLEXITY OF DATA TO BE REVIEWED

MINIMAL LIMITED MODERATE EXTENSIVE

Medical data One source Two sources Three sources Multiple sources

Diagnostic tests Two Three Four More than four

Review of results Confirmatory review

Confirmation of results with another physician

Results discussed with physician performing tests

Unexpected results, contradictory reviews, requires additional reviews



TABLE 4–7.TABLEOF RISK

LEVEL OF

RISK

PRESENTING PROBLEM(S)

DIAGNOSTIC PROCEDURE(S)

ORDERED

MANAGEMENT OPTIO

NS SELECTED

Minimal

One self-lim

ited problem (e.g., medication

side effect)

Laboratory tests requiring venipuncture

Urinalysis

Reassurance

Low

Two or more self-lim

ited or minor problems

or one stable, chronic illness (e.g., well-

controlled depression) or acute

uncomplicated illness (e.g., exacerbation

of anxiety disorder)

Psychological testing

Skull film

Psychotherapy

Environmental intervention (e.g., agency, school,

vocational placement)

Referral for consultation (e.g., physician, social

worker)

Moderate

One or more chronic illness with m

ild

exacerbation, progression, or side effects

of treatm

ent or two or more stable chronic

illnesses or undiagnosed new

problem

with uncertain prognosis (e.g., psychosis)

Electroencephalogram

Neuropsychological testing

Prescription drug managem

ent

Open-door seclusion

Electroconvulsive therapy, inpatient, outpatient,

routine; no comorbid m

edical conditions

High

One or more chronic illnesses with severe

exacerbation, progression, or side effect of

treatm

ent (e.g., schizophrenia) or acute

illness with threat to life (e.g., suicidal or

homicidal ideation)

Lumbar puncture

Suicide risk assessment

Drug therapy requiring intensive m

onitoring (e.g.,

tapering diazepam

for patient in withdrawal)

Closed-door seclusion

Suicide observation

Electroconvulsive therapy; patient has comorbid

medical condition (e.g., cardiovascular disease)

Rapid intram

uscular neuroleptic administration

Pharmacological restraint

Source.

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dif

ied

fro

m C

MS

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DETERMINING THE OVERALL LEVEL OF MEDICAL DECISION MAKING

Table 4–8 provides a grid that includes the components of the three preceding

tables and level of complexity for each of those three components. The overall

level of decision making is decided by placing the level of each of the three com-

ponents into the appropriate box in a manner that allows them to be summed up

to rate the overall decision making as straightforward, low complexity, moderate

complexity, or high complexity.

DOCUMENTATION

The use of templates, either preprinted forms or embedded in an electronic pa-

tient record (see Appendix H), is an efficient means of addressing the documen-

tation of decision making. Rather than counting or scoring the elements of the

three components and actually filling out a grid like the one in the Table 4–8, a

template can be constructed in collaboration with the compliance officer of your

practice or institution to include prompts that capture the required data neces-

sary to document complexity. Solo practitioners may require the assistance of

their specialty association or a consultant to develop appropriate templates.

The templates in Appendix H fulfill the documentation requirements for

both clinical and compliance needs. The fifth page of the Attending Physician

Admission Note template includes all of the elements necessary for addressing

Step 6 of the E/M decision-making process. Similarly, the second page of the daily

note for inpatient or outpatient care also includes the elements for document-

ing medical decision making.

Remember: Clinically, there is a close relationship between the nature of the

presenting problem and the complexity of medical decision making. For example:

• Patient A comes in for a prescription refill—straightforward decision making

• Patient B presents with suicidal ideation—decision making of high com-

plexity

TABLE 4–8. ELEMENTS AND TYPE OF MEDICAL DECISION MAKING

TYPE OF DECISION MAKING

Straightforward

Low

complexity

Moderate

complexity

High

complexity

Number of diagnoses or management options (Table 4–5)

Minimal Limited Multiple Extensive

Amount and/or complexity of data to be reviewed (Table 4–6)

Minimal or none Limited Moderate Extensive

Risk of complications and/or morbidity or mortality (Table 4–7)

Minimal Low Moderate High



Step 7: Select the Appropriate Level of E/M Service

As noted earlier, each category of E/M service has three to five levels of work as-

sociated with it. Each level of work has a descriptor of the service and the re-

quired extent of the three key components of work. For example:

99223 Descriptor: Initial hospital care, per day for the evaluation and management of a patient, which requires these three key components:

• A comprehensive history• A comprehensive examination• Medical decision making that is of high complexity

For new patients, the three key components (history, examination, and med-

ical decision making) must meet or exceed the stated requirements to qualify for

each level of service for office visits, initial hospital care, office consultations, ini-

tial inpatient consultations, confirmatory consultations, emergency department

services, comprehensive nursing facility assessments, domiciliary care, and home

services.

For established patients, two of the three key components (history, exami-

nation, and medical decision making) must meet or exceed the stated require-

ments to qualify for each level of service for office visits, subsequent hospital care,

follow-up inpatient consultations, subsequent nursing facility care, domiciliary

care, and home care.

WHEN COUNSELING AND COORDINATION OF CARE ACCOUNT FOR MORE

THAN 50% OF THE FACE-TO-FACE PHYSICIAN–PATIENT ENCOUNTER

When counseling and coordination of care account for more than 50% of the

face-to-face physician–patient encounter, then time becomes the key or control-

ling factor in selecting the level of service. Note that counseling or coordination

of care must be documented in the medical record. The definitions of counseling,

coordination of care, and time follow.

Counseling is a discussion with a patient or the patient’s family concerning one

or more of the following issues:

• Diagnostic results, impressions, and/or recommended diagnostic studies

• Prognosis

• Risks and benefits of management (treatment) options

• Instructions for management (treatment) and/or follow-up

• Importance of adherence to chosen management (treatment) options

• Risk factor reduction

• Patient and family education

Coordination of care is not specifically defined in the E/M section of the CPT

manual. A working definition of the term could be as follows: Services provided

by the physician responsible for the direct care of a patient when he or she coor-

dinates or controls access to care or initiates or supervises other healthcare ser-


vices needed by the patient. Outpatient coordination of care must be provided

face-to-face with the patient. Coordination of care with other providers or agen-

cies without the patient being present on that day is reported with the case man-

agement codes.

TIME

For the purpose of selecting the level of service, time has two definitions.

1. For office and other outpatient visits and office consultations, intraservice

time (time spent by the clinician providing services with the patient and/or

family present) is defined as face-to-face time. Pre- and post-encounter time

(non-face-to-face time) is not included in the average times listed under

each level of service for either office or outpatient consultative services. The

work associated with pre- and post-encounter time has been calculated into

the total work effort provided by the physician for that service.

2. Time spent providing inpatient and nursing facility services is defined as unit/

floor time. Unit/floor time includes all work provided to the patient while the

psychiatrist is on the unit. This includes the following:

• Direct patient contact (face-to-face)

• Review of charts

• Writing of orders

• Writing of progress notes

• Reviewing test results

• Meeting with the treatment team

• Telephone calls

• Meeting with the family or other caregivers

• Patient and family education

Work completed before and after direct patient contact and presence on the

unit/floor, such as reviewing X-rays in another part of the hospital, has been in-

cluded in the calculation of the total work provided by the physician for that

service. Unit/floor time may be used to select the level of inpatient services by

matching the total unit/floor time to the average times listed for each level of in-

patient service. For instance:

99221 Descriptor: Initial hospital care, per day, for the evaluation and management of a patient, which requires these three key components:

• A detailed or comprehensive history• A detailed or comprehensive examination• Medical decision making that is straightforward or of low complexity

Counseling and/or coordination of care with other providers or agencies

are provided consistent with the nature of the problem(s) and the patient’s and/

or family’s needs.


Usually, the problem(s) requiring admission are of low severity. Physicians

typically spend 30 minutes at the bedside and on the patient’s hospital floor or

unit.

Table 4–9 provides an example of an auditor’s worksheet employed in mak-

ing the decision of whether to use time in selecting the level of service. The three

questions are prompts that assist the auditor (usually a nurse reviewer) in as-

sessing whether the clinician 1) documented the length of time of the patient

encounter, 2) described the counseling or coordination of care, and 3) indicated

that more than half of the encounter time was for counseling or coordination of

care.

For examples and vignettes of code selection in specific clinical settings, see

Chapter 5.

EVALUATION AND MANAGEMENT CODES MOST LIKELY TO BE

USED BY PSYCHIATRISTS AND OTHER APPROPRIATELY

LICENSED MENTAL HEALTH PROFESSIONALS

It is vital to read the explanatory notes in the CPT manual for an accurate un-

derstanding of when each of these codes should be used.

Important: If you elect to report the level of service based on counseling

and/or coordination of care, the total length of time of the encounter should

be documented and the record should describe the counseling and/or

services or activities performed to coordinate care.

TABLE 4–9. CHOOSING LEVEL BASED ON TIME

YES NO

Does documentation reveal total time?Time: Face-to-face in outpatient setting; unit/floor in inpatient setting

Does documentation describe the content of counseling or coordinating care?

Does documentation suggest that more than half of the total time was counseling or coordinating of care?

Note. If all answers are yes, select level based on time.

Note: For each of the following codes it is noted that: “Counseling and/or coordination of care with other providers or agencies is provided consistent with the nature of the problem(s) and the patient’s and/or family’s needs.” As stated earlier, when this counseling and coordination of care accounts for more than 50% of the time spent, the typical time given in the code descriptor may be used for selecting the appropriate code rather than the other factors.


Office or Other Outpatient Services

NEW PATIENT

99201—The three following components are required:



• Medical decision making that is straightforward

Presenting problem(s): Self-limited or minor

Typical time: 10 minutes face-to-face with patient and/or family





Presenting problem(s): Low to moderate severity





• Medical decision making of low complexity

Presenting problem(s): Moderate severity





• Medical decision making of moderate complexity

Presenting problem(s): Moderate to high severity








ESTABLISHED PATIENT

99211—This code is used for a service that may not require the presence of

a physician. Presenting problems are minimal, and 5 minutes is the typical

time that would be spent performing or supervising these services.


99212—Two of the three following components are required:
























Hospital Observational Services

OBSERVATION CARE DISCHARGE SERVICES

99217—This code is used to report all services provided on discharge from

“observation status” if the discharge occurs after the initial date of “obser-

vation status.”

INITIAL OBSERVATION CARE


• Detailed or comprehensive history

• Detailed or comprehensive examination

• Medical decision making of straightforward or of low complexity

Presenting problem(s): Low severity

Typical time: None listed












Presenting problem(s): High severity


Hospital Inpatient Services

Services provided in a partial hospitalization setting would also use these codes.

(With the elimination of the consultation codes as of January 1, 2010, CMS has

created a new modifier A1, that is used to denote the admitting physician.)

INITIAL HOSPITAL CARE FOR NEW OR ESTABLISHED PATIENT




• Medical decision making that is straightforward or of low complexity


Typical time: 30 minutes at the bedside or on the patient’s floor or unit














SUBSEQUENT HOSPITAL CARE


• Problem-focused interval history



Presenting problem(s): Patient usually stable, recovering, or improving



• Expanded problem-focused interval history



Presenting problem(s): Patient responding inadequately to therapy or has

developed a minor complication



• Detailed interval history



Presenting problem(s): Patient unstable or has developed a significant new

problem


HOSPITAL DISCHARGE SERVICES

99238—Time: 30 minutes or less

99239—Time: More than 30 minutes

Consultations

Medicare no longer pays for the consultation codes. When coding for Medicare

or for commercial carriers that have followed Medicare’s lead, 90801 may be

used for both inpatient and outpatient consults. Psychiatrists who choose to use

E/M codes to report outpatient consults should use the outpatient new patient

codes (99201–99205). For inpatient consults, the codes to use are hospital in-

patient services, initial hospital care for new or established patients (99221–

99223). For consults in nursing homes, initial nursing facility care codes should

be used (99304–99306); if the consult is of low complexity, the subsequent nurs-

ing facility codes may be used (99307–99310). As with all E/M codes, the selection

of the specific code is based on the complexity of the case and the amount of

work required. Medicare has created a new modifier, A1, to denote the admit-

ting physician so that more than one physician may use the initial hospital care

codes.


OFFICE OR OTHER OUTPATIENT CONSULTATIONS































INPATIENT CONSULTATIONS
































Emergency Department Services

No distinction is made between new and established patients in this setting. There

are no typical times provided for emergency E/M services.










Presenting problem(s): Low or moderate severity
















Presenting problem(s): High severity and pose(s) an immediate and signif-

icant threat to life or physiological function

Nursing Facility Services

INITIAL NURSING FACILITY CARE





Problem(s) requiring admission: Low severity

Typical time: 25 minutes with patient and/or family or caregiver





Problem(s) requiring admission: Moderate severity






Problem(s) requiring admission: High severity



SUBSEQUENT NURSING FACILITY CARE











Presenting problem(s): Patient usually responding inadequately to therapy

or has developed a minor complication






Presenting problem(s): Patient usually has developed a significant compli-

cation or a significant new problem



• Comprehensive interval history



Presenting problem(s): Patient may be unstable or may have developed a

significant new problem requiring immediate physician attention


NURSING FACILITY DISCHARGE SERVICES

99315—Time: 30 minutes or less


ANNUAL NURSING FACILITY ASSESSMENT




• Medical decision making of low to moderate complexity




Domiciliary, Rest Home, or Custodial Care Services

The following codes are used to report E/M services in a facility that provides

room, board, and other personal services, usually on a long-term basis. They

are also used in assisted living facilities.

NEW PATIENT





























Presenting problem(s): Patient usually has developed a significant new prob-

lem requiring immediate physician attention



ESTABLISHED PATIENT






















• Medical decision making of moderate to high complexity

Presenting problem(s): Patient may be unstable or has developed a signifi-

cant new problem requiring immediate physician attention


Home Services

These codes are used for E/M services provided to a patient in a private residence,

in other words, for home visits.

NEW PATIENT






























Presenting problem(s): Patient unstable or has developed a significant new

problem that requires immediate physician attention


ESTABLISHED PATIENT























• Medical decision making of moderate to high complexity

Presenting problem(s): Moderate to high severity—patient may be unstable

or may have developed a significant new problem requiring immediate physi-

cian attention


Case Management Services

MEDICAL TEAM CONFERENCES

99366—To be used when patient and/or family is present*

Physicians should use the appropriate code from the “Evaluation and Manage-

ment” section when reporting this service.

99367—To be used when there is no face-to-face contact with the patient

and/or family

Preventive Medicine Services

COUNSELING RISK FACTOR REDUCTION AND BEHAVIOR CHANGE

INTERVENTION

99406—Time: 3–10 minutes


99408—Time: 15–30 minutes, includes the administration of an alcohol

and/or substance abuse screening tool and brief intervention

99409—Time: 30 minutes or more

NON-FACE-TO-FACE SERVICES

Medicare does not pay for these.

Telephone Services

99441—Time: 5–10 minutes of medical discussion




On-Line Medical Evaluation

99444—For an established patient, guardian, or healthcare provider; may

not have originated from a related E/M service provided within the previ-

ous 7 days.

Special Evaluation and Management Services

Medicare does not pay for these.

BASIC LIFE AND/OR DISABILITY EVALUATION SERVICES

99450—The four following elements are required:

• Measurement of height, weight, and blood pressure

• Completion of a medical history following a life insurance pro forma

• Collection of blood sample and/or urinalysis complying with “chain of cus-

tody” protocols

• Completion of necessary documentation/certificates

WORK-RELATED OR MEDICAL DISABILITY EVALUATION SERVICES

99455—Work-related medical disability examination done by the treating

physician; the five following elements are required:

• Completion of medical history commensurate with the patient’s condition

• Performance of an examination commensurate with the patient’s condition

• Formulation of a diagnosis, assessment of capabilities and stability, and cal-

culation of impairment

• Development of future medical treatment plan

• Completion of necessary documentation/certificates, and report

99456—Work-related medical disability examination done by provider

other than the treating physician. Must include the same five elements list-

ed for previous code.

This is just a partial list of codes found in the “Evaluation and Management” sec-

tion of the CPT manual. We advise all psychiatrists and other mental health clini-

cians to purchase a copy of the manual to ensure access to information on the full

range of codes.

QUESTIONS AND ANSWERS

Q. Who may use E/M codes?A. Psychiatrists and appropriately licensed nurses and physician assistants may

use the E/M codes.


Q. Is a unit treatment team conference on an inpatient unit a service for which one

may code?

A. Treatment team conferences can be coded for but should be considered

part of overall coordination of care. The time spent providing that service

is a component of the total unit/floor time. Team conferences should not be

coded as a separate service but rather as a component of the total services pro-

vided to the patient on any given day.

Q. If I have a patient in the hospital whom I see for rounds in the morning and

again when I am called to the ward in the afternoon because of a problem, do

I code for two subsequent hospital care visits?

A. No. One code should be selected that incorporates all of the hospital inpa-

tient services provided that day.

Q. What are the documentation requirements associated with inpatient and out-

patient consultations?

A. The request for the consultation must be documented in the patient’s med-

ical record. The consultant’s opinion and any services that are performed

also must be documented in the patient’s medical record and communicat-

ed in writing to the requesting physician.

Q. What codes should be used for psychiatric services provided in partial hospital

settings, residential treatment facilities, and nursing homes?

A. The codes for partial hospitalization services are the same as those used for

hospital inpatient settings (99221–99239). The codes for residential treatment

services are the same as those used for nursing facility services (99301–

99316).

Q. When would I use the pharmacological management code (90862) rather than

one of the E/M outpatient codes?

A. Your decision should be based on which code most accurately reports the ser-

vices provided. Code 90862 is valued slightly less in relative value units than

99213, but 90862 is used specifically for psychopharmacological manage-

ment. Code 99213 denotes more general medical services and might include

consideration of comorbid medical conditions.

Q. Is it necessary for the provider to record the examination him- or herself or can

a checklist be used for the patient to record past history?

A. A checklist is acceptable if the clinician provides a narrative report of the im-

portant positive and relevant negative findings. Abnormal findings should be

described in the report. A notation of an abnormal finding without a de-

scription is not sufficient.

Q. Can a checklist be used for an ROS?

A. Yes, but pertinent positive and negative findings that are relevant to the pre-

senting problem must be commented on by the examining clinician. Failure

to document the appropriate number of systems for each level of service is the

most common reason for downcoding by claims auditors, resulting in a lower

level of reimbursement.


Q. Now that Medicare no longer pays for consultation codes, how do I code for a

consultation request from a colleague and what are the reporting requirements?

A. When you are coding for Medicare or for commercial carriers that have fol-

lowed Medicare’s lead, 90801 may be used for both inpatient and outpatient

consults. Psychiatrists who choose to use E/M codes to report outpatient con-

sults should use the outpatient new patient codes (99201–99205). For inpa-

tient consults, the codes to use are hospital inpatient services, initial hospital

care for new or established patients (99221–99223). For consults in nursing

homes, initial nursing facility care codes should be used (99304–99306); if

the consult is of low complexity, the subsequent nursing facility codes may be

used (99307–99310). As with all E/M codes, the selection of the specific code

is based on the complexity of the case and the amount of work required.

Medicare has created a new modifier, A1, to denote the admitting physician

so that more than one physician may use the initial hospital care codes. It is

still necessary to report back to the referring physician, but it is not necessary

to write a report. The report can be done by telephone or the patient record

can be sent to the referring physician.

Q. Is it permissible to use a template or checklist to record the mental status ex-

amination?

A. Yes.

Q. If my mode of practice for inpatient services is to have an internist or family

practitioner do a medical history and a physical examination and I then do

the psychiatric evaluation and mental status examination within a 24-hour

period, how can we code so we will both be paid?

A. The typical way to code for this situation is to have the internist or family

practitioner use a new patient E/M code and a medical diagnosis code and

for the psychiatrist use a hospital service code for first day and a psychiatric

diagnosis code.

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115

Appendix E

1997 CMS Documentation Guidelines for Evaluation and Management Services (Abridged and Modified for Psychiatric Services)

I. INTRODUCTION

A. What Is Documentation and Why Is It Important?

Medical record documentation is required to record pertinent facts, findings,

and observations about an individual’s health history, including past and pres-

ent illnesses, examinations, tests, treatments, and outcomes. The medical record

chronologically documents the care of the patient and is an important element

contributing to high-quality care. The medical record facilitates:

• the ability of the physician and other healthcare professionals to evaluate and

plan the patient’s immediate treatment, and to monitor his or her healthcare

over time;

• communication and continuity of care among physicians and other health-

care professionals involved in the patient’s care;

• accurate and timely claims review and payment;

• appropriate utilization review and quality of care evaluations; and

• collection of data that may be useful for research and education.

An appropriately documented medical record can reduce many of the “hassles”

associated with claims processing and may serve as a legal document to verify the

care provided, if necessary.


B. What Do Payers Want and Why?

Because payers have a contractual obligation to enrollees, they may require rea-

sonable documentation that services are consistent with the insurance coverage

provided. They may request information to validate:

• the site of service;

• the medical necessity and appropriateness of the diagnostic and/or thera-

peutic services provided; and/or

• that services provided have been accurately reported.

II. GENERAL PRINCIPLES OF MEDICAL RECORD DOCUMENTATION

The principles of documentation listed here are applicable to all types of med-

ical and surgical services in all settings. For evaluation and management (E/M)

services, the nature and amount of physician work and documentation varies

by type of service, place of service, and the patient’s status. The general princi-

ples listed here may be modified to account for these variable circumstances in

providing E/M services.

1. The medical record should be complete and legible.

2. The documentation of each patient encounter should include:

• reason for the encounter and relevant history, physical examination find-

ings, and prior diagnostic test results;

• assessment, clinical impression, or diagnosis;

• plan for care; and

• date and legible identity of the observer.

3. If not documented, the rationale for ordering diagnostic and other ancillary

services should be easily inferred.

4. Past and present diagnoses should be accessible to the treating and/or con-

sulting physician.

5. Appropriate health risk factors should be identified.

6. The patient’s progress, response to and changes in treatment, and revision of

diagnosis should be documented.

7. The Current Procedural Terminology (CPT) and ICD-9-CM codes reported

on the health insurance claim form or billing statement should be supported

by the documentation in the medical record.

III. DOCUMENTATION OF E/M SERVICES

This publication provides definitions and documentation guidelines for the three

key components of E/M services and for visits that consist predominantly of

counseling or coordination of care. The three key components—history, exam-

ination, and medical decision making—appear in the descriptors for office and

other outpatient services, hospital observation services, hospital inpatient ser-

1997 CMS Documentation Guidelines for E/M Services 117

vices, consultations, emergency department services, nursing facility services,

domiciliary care services, and home services. While some of the text of CPT has

been repeated in this publication, the reader should refer to CPT for the complete

descriptors for E/M services and instructions for selecting a level of service. Doc-

umentation guidelines are identified by the symbol DG.

The descriptors for the levels of E/M services recognize seven components

that are used in defining the levels of E/M services:

• History

• Examination

• Medical decision making

• Counseling

• Coordination of care

• Nature of presenting problem

• Time

The first three of these components (i.e., history, examination, and medical

decision making) are the key components in selecting the level of E/M services.

In the case of visits that consist predominantly of counseling or coordination of

care, time is the key or controlling factor to qualify for a particular level of E/M

service.

Because the level of E/M service is dependent on two or three key compo-

nents, performance and documentation of one component (e.g., examination)

at the highest level does not necessarily mean that the encounter in its entirety

qualifies for the highest level of E/M service.

These Documentation Guidelines for E/M services reflect the needs of the

typical adult population. For certain groups of patients, the recorded informa-

tion may vary slightly from that described here. Specifically, the medical records

of infants, children, adolescents, and pregnant women may have additional or

modified information recorded in each history and examination area.

As an example, newborn records may include under history of the present ill-

ness the details of mother’s pregnancy and the infant’s status at birth; social his-

tory will focus on family structure; and family history will focus on congenital

anomalies and hereditary disorders in the family. In addition, the content of a

pediatric examination will vary with the age and development of the child. Al-

though not specifically defined in these documentation guidelines, these patient

group variations on history and examination are appropriate.

A. Documentation of History

The levels of E/M services are based on four types of history (problem focused,

expanded problem focused, detailed, and comprehensive). Each type of history

includes some or all of the following elements:

• Chief complaint (CC)

• History of present illness (HPI)

• Review of systems (ROS)

• Past, family, and/or social history (PFSH)


The extent of HPI, ROS, and PFSH that is obtained and documented is de-

pendent on clinical judgment and the nature of the presenting problem(s).

The chart below shows the progression of the elements required for each type

of history. To qualify for a given type of history all three elements in the table must

be met. (A CC is indicated at all levels.)

DG: The CC, ROS, and PFSH may be listed as separate elements of history or

may be included in the description of the history of the present illness.

DG: An ROS and/or a PFSH obtained during an earlier encounter does not need

to be re-recorded if there is evidence that the physician reviewed and updated the

previous information. This may occur when a physician updates his or her own

record or in an institutional setting or group practice where many physicians use

a common record. The review and update may be documented by

• describing any new ROS and/or PFSH information or noting there has been

no change in the information; and

• noting the date and location of the earlier ROS and/or PFSH.

DG: The ROS and/or PFSH may be recorded by ancillary staff or on a form com-

pleted by the patient. To document that the physician reviewed the information,

there must be a notation supplementing or confirming the information recorded

by others.

DG: If the physician is unable to obtain a history from the patient or other source,

the record should describe the patient’s condition or other circumstance that

precludes obtaining a history.

Definitions and specific documentation guidelines for each of the elements

of history are listed in the following sections.

CHIEF COMPLAINT (CC)

The CC is a concise statement describing the symptom, problem, condition, di-

agnosis, physician recommended return, or other factor that is the reason for

the encounter, usually stated in the patient’s words.

DG: The medical record should clearly reflect the CC.

History of

present illness

(HPI)

Review of systems

(ROS)

Past, family, and/or

social history

(PFSH) Type of history

Brief N/A N/A Problem focused

Brief Problem pertinent N/A Expanded problem focused

Extended Extended Pertinent Detailed

Extended Complete Complete Comprehensive


HISTORY OF PRESENT ILLNESS (HPI)

The HPI is a chronological description of the development of the patient’s pres-

ent illness from the first sign and/or symptom or from the previous encounter to

the present. It includes the following elements:

• Location

• Quality

• Severity

• Duration

• Timing

• Context

• Modifying factors

• Associated signs and symptoms

Brief and extended HPIs are distinguished by the amount of detail needed to

accurately characterize the clinical problem(s).

A brief HPI consists of one to three elements of the HPI.

DG: The medical record should describe one to three elements of the present illness.

An extended HPI consists of at least four elements of the HPI or the status of

at least three chronic or inactive conditions.

DG: The medical record should describe at least four elements of the present ill-

ness or the status of at least three chronic or inactive conditions.

REVIEW OF SYSTEMS (ROS)

An ROS is an inventory of body systems obtained through a series of questions

seeking to identify signs and/or symptoms that the patient may be experiencing

or has experienced.

For purposes of the ROS, the following systems are recognized:

• Constitutional symptoms (e.g., fever, weight loss)

• Eyes

• Ears, nose, mouth, throat

• Cardiovascular

• Respiratory

• Gastrointestinal

• Genitourinary

• Musculoskeletal

• Integumentary (skin and/or breast)

• Neurological

• Psychiatric

• Endocrine

• Hematological/Lymphatic

• Allergic/Immunologic


A problem pertinent ROS inquires about the system directly related to the

problem(s) identified in the HPI.

DG: The patient’s positive responses and pertinent negatives for the system re-

lated to the problem should be documented.

An extended ROS inquires about the system directly related to the problem(s)

identified in the HPI and a limited number of additional systems.

DG: The patient’s positive responses and pertinent negatives for two to nine sys-

tems should be documented.

A complete ROS inquires about the system(s) directly related to the prob-

lem(s) identified in the HPI plus all additional body systems.

DG: At least 10 organ systems must be reviewed. Those systems with positive or

pertinent negative responses must be individually documented. For the remain-

ing systems, a notation indicating all other systems are negative is permissible.

In the absence of such a notation, at least 10 systems must be individually doc-

umented.

PAST, FAMILY, AND/OR SOCIAL HISTORY (PFSH)

The PFSH consists of a review of three areas:

• Past history (the patient’s past experiences with illnesses, operations, inju-

ries, and treatments)

• Family history (a review of medical events in the patient’s family, including

diseases that may be hereditary or place the patient at risk)

• Social history (an age-appropriate review of past and current activities)

For certain categories of E/M services that include only an interval history, it

is not necessary to record information about the PFSH. Those categories are sub-

sequent hospital care, follow-up inpatient consultations, and subsequent nursing

facility care.

A pertinent PFSH is a review of the history area(s) directly related to the prob-

lem(s) identified in the HPI.

DG: At least one specific item from any of the three history areas must be doc-

umented for a pertinent PFSH.

A complete PFSH is of a review of two or all three of the PFSH history areas,

depending on the category of the E/M service. A review of all three history areas

is required for services that by their nature include a comprehensive assessment

or reassessment of the patient. A review of two of the three history areas is suf-

ficient for other services.

DG: At least one specific item from two of the three history areas must be doc-

umented for a complete PFSH for the following categories of E/M services: office

or other outpatient services, established patient; emergency department; domi-

ciliary care, established patient; and home care, established patient.


DG: At least one specific item from each of the three history areas must be doc-

umented for a complete PFSH for the following categories of E/M services: office

or other outpatient services, new patient; hospital observation services; hospital

inpatient services, initial care; consultations; comprehensive nursing facility as-

sessments; domiciliary care, new patient; and home care, new patient.

B. Documentation of Examination

The levels of E/M services are based on four types of examination:

• Problem focused—A limited examination of the affected body area or organ

system.

• Expanded problem focused—A limited examination of the affected body area

or organ system and any other symptomatic or related body area(s) or organ

system(s).

• Detailed—An extended examination of the affected body area(s) or organ sys-

tem(s) and any other symptomatic or related body area(s) or organ system(s).

• Comprehensive—A general multisystem examination or complete examina-

tion of a single organ system and other symptomatic or related body area(s)

or organ system(s).

These types of examinations have been defined for general multisystem and

the following single organ systems:

• Cardiovascular

• Ears, nose, mouth, and throat

• Eyes

• Genitourinary (female)

• Genitourinary (male)

• Hematological/Lymphatic/Immunological

• Musculoskeletal

• Neurological

• Psychiatric

• Respiratory

• Skin

A general multisystem examination or a single organ system examination

may be performed by any physician regardless of specialty. The type (general

multisystem or single organ system) and content of examination are selected by

the examining physician and are based upon clinical judgment, the patient’s his-

tory, and the nature of the presenting problem(s).

The content and documentation requirements for each type and level of ex-

amination are summarized here and described in detail in the tables that appear

later in this appendix. In the first table (see pp. 123), organ systems and body

areas recognized by CPT for purposes of describing examinations are shown

in the left column. The content, or individual elements, of the examination per-

taining to that body area or organ system are identified by bullets (•) in the right

column.


Parenthetical examples “(e.g., . . .)” have been used for clarification and to

provide guidance regarding documentation. Documentation for each element

must satisfy any numeric requirements (such as “Measurement of any three of

the following seven . . .”) included in the description of the element. Elements

with multiple components but with no specific numeric requirement (such as

“Examination of liver and spleen”) require documentation of at least one com-

ponent. It is possible for a given examination to be expanded beyond what is de-

fined here. When that occurs, findings related to the additional systems and/or

areas should be documented.

DG: Specific abnormal and relevant negative findings of the examination of the

affected or symptomatic body area(s) or organ system(s) should be documented.

A notation of “abnormal” without elaboration is insufficient.

DG: Abnormal or unexpected findings of the examination of any asymptomatic

body area(s) or organ system(s) should be described.

DG: A brief statement or notation indicating “negative” or “normal” is sufficient

to document normal findings related to unaffected area(s) or asymptomatic or-

gan system(s).

[DELETED: GUIDELINES FOR “GENERAL MULTI-SYSTEM EXAMINATIONS”]

SINGLE ORGAN SYSTEM EXAMINATIONS

The single organ system examinations recognized by CPT are described in detail.

[Authors’ note: We are only including the psychiatric examination.] Variations

among these examinations in the organ systems and body areas identified in the

left columns and in the elements of the examinations described in the right col-

umns reflect differing emphases among specialties. To qualify for a given level of

single organ system examination, the following content and documentation re-

quirements should be met:

• Problem focused examination—Should include performance and documen-

tation of one to five elements identified by a bullet (•), whether in a box with

a shaded or unshaded border.

• Expanded problem focused examination—Should include performance and

documentation of at least six elements identified by a bullet (•), whether in a

box with a shaded or unshaded border.

• Detailed examination—Examinations other than the eye and psychiatric exam-

inations should include performance and documentation of at least 12 elements

identified by a bullet (•), whether in box with a shaded or unshaded border.

Eye and psychiatric examinations should include the performance and doc-

umentation of at least nine elements identified by a bullet (•), whether in a box

with a shaded or unshaded border.


• Comprehensive examination—Should include performance of all elements

identified by a bullet (•), whether in a shaded or unshaded box. Documen-

tation of every element in each box with a shaded border and at least one el-

ement in each box with an unshaded border is expected.

CONTENT AND DOCUMENTATION REQUIREMENTS[DELETED: CONTENT AND DOCUMENTATION REQUIREMENTS FORGENERAL MULTI-SYSTEM EXAMINATION AND ALL SINGLE-SYSTEMREQUIREMENTS OTHER THAN PSYCHIATRY]

PSYCHIATRIC EXAMINATION

SYSTEM/

BODY AREA ELEMENTS OF EXAMINATION

Constitutional • Measurement of any three of the following seven vital signs: 1) sitting or standing blood pressure, 2) supine blood pressure,

3) pulse rate and regularity, 4) respiration, 5) temperature, 6) height,

7) weight (may be measured and recorded by ancillary staff)

• General appearance of patient (e.g., development, nutrition, body

habitus, deformities, attention to grooming)

Head and Face

Eyes

Ears, Nose, Mouth,

and Throat

Neck

Respiratory

Cardiovascular

Chest (Breasts)

Gastrointestinal

(Abdomen)

Genitourinary

Lymphatic

Musculoskeletal • Assessment of muscle strength and tone (e.g., flaccid, cog wheel,

spastic) with notation of any atrophy and abnormal movements

• Examination of gait and station

Extremities

Skin

Neurological


C. Documentation of the Complexity of Medical Decision Making

The levels of E/M services recognize four types of medical decision making:

straightforward, low complexity, moderate complexity, and high complexity.

Medical decision making refers to the complexity of establishing a diagnosis and/

or selecting a management option as measured by:

Psychiatric • Description of speech, including rate, volume, articulation, coherence, and spontaneity with notation of abnormalities (e.g., perseveration, paucity of language)

• Description of thought processes, including rate of thoughts; content of thoughts (e.g., logical vs. illogical, tangential); abstract reasoning; and computation

• Description of associations (e.g., loose, tangential, circumstantial, intact)

• Description of abnormal or psychotic thoughts, including hallucinations, delusions, preoccupation with violence, homicidal or suicidal ideation, and obsessions

• Description of the patient’s judgment (e.g., concerning everyday activities and social situations) and insight (e.g., concerning psychiatric condition)

Complete mental status examination, including

• Orientation to time, place, and person• Recent and remote memory• Attention span and concentration• Language (e.g., naming objects, repeating phrases)• Fund of knowledge (e.g., awareness of current events, past history, vocabulary)

• Mood and affect (e.g., depression, anxiety, agitation, hypomania, lability)

CONTENT AND DOCUMENTATION REQUIREMENTS

LEVEL OF EXAMINATION PERFORM AND DOCUMENT

Problem focused One to five elements identified by a bullet.

Expanded problem focused At least six elements identified by a bullet.

Detailed At least nine elements identified by a bullet.

Comprehensive Perform all elements identified by a bullet; document every element in each box with a shaded border and at least one element in each box with an unshaded border.

PSYCHIATRIC EXAMINATION (CONTINUED)

SYSTEM/

BODY AREA ELEMENTS OF EXAMINATION


• the number of possible diagnoses and/or the number of management op-

tions that must be considered;

• the amount and/or complexity of medical records, diagnostic tests, and/or

other information that must be obtained, reviewed, and analyzed; and

• the risk of significant complications, morbidity, and/or mortality, as well as

comorbidities, associated with the patient’s presenting problem(s), the diag-

nostic procedure(s) and/or the possible management options.

The following chart shows the progression of the elements required for each

level of medical decision making. To qualify for a given type of decision making,

two of the three elements in the table must be either met or exceeded.

Each of the elements of medical decision making is described below.

NUMBER OF DIAGNOSES OR MANAGEMENT OPTIONS

The number of possible diagnoses and/or the number of management options

that must be considered is based on the number and types of problems addressed

during the encounter, the complexity of establishing a diagnosis, and the man-

agement decisions that are made by the physician.

Generally, decision making with respect to a diagnosed problem is easier than

that for an identified but undiagnosed problem. The number and type of diag-

nostic tests employed may be an indicator of the number of possible diagnoses.

Problems that are improving or resolving are less complex than those that are

worsening or failing to change as expected. The need to seek advice from others is

another indicator of the complexity of diagnostic or management problems.

DG: For each encounter, an assessment, clinical impression, or diagnosis should

be documented. It may be explicitly stated or implied in documented decisions

regarding management plans and/or further evaluation.

• For a presenting problem with an established diagnosis, the record should

reflect whether the problem is a) improved, well controlled, resolving, or re-

solved or b) inadequately controlled, worsening, or failing to change as ex-

pected.

• For a presenting problem without an established diagnosis, the assessment

or clinical impression may be stated in the form of differential diagnoses or

as a “possible,” “probable,” or “rule out” (R/O) diagnosis.

Number of

diagnoses or

management

options

Amount or

complexity of data

to be reviewed

Risk of complications

and/or morbidity or

mortality

Type of decision

making

Minimal Minimal or none Minimal Straightforward

Limited Limited Low Low complexity

Multiple Moderate Moderate Moderate complexity

Extensive Extensive High High complexity


DG: The initiation of, or changes in, treatment should be documented. Treat-

ment includes a wide range of management options including patient instruc-

tions, nursing instructions, therapies, and medications.

DG: If referrals are made, consultations requested, or advice sought, the record

should indicate to whom or where the referral or consultation is made or from

whom the advice is requested.

AMOUNT AND COMPLEXITY OF DATA TO BE REVIEWED

The amount and complexity of data to be reviewed are based on the types of di-

agnostic testing ordered or reviewed. A decision to obtain and review old med-

ical records and/or obtain history from sources other than the patient increases

the amount and complexity of data to be reviewed.

Discussion of contradictory or unexpected test results with the physician who

performed or interpreted the test is an indication of the complexity of data be-

ing reviewed. On occasion the physician who ordered a test may personally review

the image, tracing, or specimen to supplement information from the physician

who prepared the test report or interpretation; this is another indication of the

complexity of data being reviewed.

DG: If a diagnostic service (test or procedure) is ordered, planned, scheduled, or

performed at the time of the E/M encounter, the type of service (e.g., laboratory

work or X-ray) should be documented.

DG: The review of laboratory, radiology, and/or other diagnostic tests should be

documented. A simple notation such as “white blood cells elevated” or “chest X-

ray unremarkable” is acceptable. Alternatively, the review may be documented

by initialing and dating the report containing the test results.

DG: A decision to obtain old records or to obtain additional history from the

family, caretaker, or other source to supplement that obtained from the patient

should be documented.

DG: Relevant findings from the review of old records and/or the receipt of ad-

ditional history from the family, caretaker, or other source to supplement that

obtained from the patient should be documented. If there is no relevant infor-

mation beyond that already obtained, that fact should be documented. A no-

tation of “old records reviewed” or “additional history obtained from family”

without elaboration is insufficient.

DG: The results of discussion of laboratory, radiology, or other diagnostic tests with

the physician who performed or interpreted the study should be documented.

DG: The direct visualization and independent interpretation of an image, trac-

ing, or specimen previously or subsequently interpreted by another physician



RISK OF SIGNIFICANT COMPLICATIONS, MORBIDITY, AND/OR MORTALITY

The risk of significant complications, morbidity, and/or mortality is based on

the risks associated with the presenting problem(s), the diagnostic proce-

dure(s), and the possible management options.

DG: Comorbidities/Underlying diseases or other factors that increase the com-

plexity of medical decision making by increasing the risk of complications, mor-

bidity, and/or mortality should be documented.

DG: If a surgical or invasive diagnostic procedure is ordered, planned, or sched-

uled at the time of the E/M encounter, the type of procedure (e.g., laparoscopy)


DG: If a surgical or invasive diagnostic procedure is performed at the time of the

E/M encounter, the specific procedure should be documented.

DG: The referral for or decision to perform a surgical or invasive diagnostic pro-

cedure on an urgent basis should be documented or implied.

The table on p. 128 may be used to help determine whether the risk of sig-

nificant complications, morbidity, and/or mortality is minimal, low, moderate,

or high. Because the determination of risk is complex and not readily quantifi-

able, the table includes common clinical examples rather than absolute mea-

sures of risk. The assessment of risk of the presenting problem(s) is based on the

risk related to the disease process anticipated between the present encounter

and the next one. The assessment of risk of selecting diagnostic procedures and

management options is based on the risk during and immediately following any

procedures or treatment. The highest level of risk in any one category (presenting

problem[s], diagnostic procedure[s], or management options) determines the

overall risk.

D. Documentation of an Encounter Dominated by Counseling or Coordination of Care

In the case in which counseling and/or coordination of care dominates (more

than 50%) the physician/patient and/or family encounter (face-to-face time in

the office or other or outpatient setting, floor/unit time in the hospital or nurs-

ing facility), time is considered the key or controlling factor to qualify for a par-

ticular level of E/M services.

DG: If the physician elects to report the level of service based on counseling and/

or coordination of care, the total length of time of the encounter (face-to-face or

floor time, as appropriate) should be documented, and the record should de-

scribe the counseling and/or activities to coordinate care.


TABLE OF RISK

(MODIFIED FOR PSYCHIATRY FROM THE 1997 CMS GUIDELINES)

LEVEL OF

RISK

PRESENTING

PROBLEM(S)

DIAGNOSTIC

PROCEDURE(S)

ORDERED

MANAGEMENT

OPTIONS SELECTED

Minimal 1 self-limited problem (e.g., medication side effect)

Laboratory tests requiring venipuncture

Urinalysis

Reassurance

Low 2 or more self-limited or minor problems; or

1 stable chronic illness (e.g., well-controlled depressions); or

Acute uncomplicated ill-ness (e.g., exacerbation of anxiety disorder)

Psychological testingSkull film

PsychotherapyEnvironmental intervention (e.g., agency, school, vocational placement)

Referral for consultation (e.g., physician, social worker)

Moderate 1 or more chronic illnesses with mild exacerbation, progression, or side effects of treatment; or

2 or more stable chronic illnesses; or

Undiagnosed new problem with uncertain prognosis (e.g., psychosis)

ElectroencephalogramNeuropsychological testing

Prescription drug management

Open-door seclusionECT, inpatient, outpatient, routine; no comorbid medical conditions

High 1 or more chronic illnesses with severe exacerbation, progression, or side effect of treatment (e.g., schizophrenia); or

Acute illness with threat to life (e.g., suicidal or homicidal ideation)

Lumbar punctureSuicide risk assessment

Drug therapy requiring intensive monitoring (e.g., tapering diazepam for patient in withdrawal)

Closed-door seclusionSuicide observationECT; patient has comorbid medical condition (e.g., cardiovascular disease)

Rapid intramuscular neuroleptic administration

Pharmacological restraint (e.g., droperidol)

129

Appendix F

Vignettes for Evaluation and Management Codes

OFFICE VISIT, NEW PATIENT

99203 A 27-year-old woman with a history of depression who is visiting the area is seen

in an initial office visit. She is currently under treatment in her hometown. His-

tory taking focuses on a review of her past psychiatric history, present illness, and

interval history since her last visit to her treating psychiatrist. Her medication his-

tory is reviewed, as is her side-effect history. A mental status examination focuses

on her current affective state, ability to attend and concentrate, and insight. A pre-

scription for an antidepressant is provided, along with education on its use and

side effects.

Explanation for code choice: Although a new patient to the examining psy-

chiatrist, this patient has an existing treatment source. The psychiatrist obtains

a detailed history and performs a detailed mental status examination. (A de-

tailed history requires a detailed [two to nine elements] review of symptoms.)

The provision of a prescription requires medical decision making of low com-

plexity.

99205 A 38-year-old man brought by his parents for evaluation of paranoid delusions

and alcohol abuse is seen in an initial office visit. History taking focuses on the

family history of mental illness. The past medical and psychiatric history, his-

tory of present illness, and social history of the patient are taken. The results of

a mental status examination reveal a poorly groomed individual, poor eye con-

tact, no spontaneity to speech, flat affect, no hallucinations, paranoid delusions

about the police, no suicidal/homicidal ideation, and intact cognitive status.

The patient has no history of current medical problems. The patient denies

alcohol use. The parents are interviewed and provide a history of the patient

that includes at least 5 years of binge drinking. Routine blood studies are or-

dered. The patient’s vital signs are taken. A prescription for a neuroleptic is


given, and education about medication is provided to the patient and the parents.

Referrals to a dual-diagnosis treatment program and Alcoholics Anonymous are

made.

Explanation for code choice: This initial evaluation requires complex medical

decision making because of the psychotic symptoms in the context of alcohol

abuse. The psychiatrist must complete a comprehensive history and examination.

The comprehensive history includes a complete review of systems.

OFFICE VISIT, ESTABLISHED PATIENT

99213 A 42-year-old male established patient with a history of bipolar II disorder, last

seen 2 months prior, is seen for an office visit. Interval history taking focuses on

the presence/absence of symptoms, the patient’s level of social/vocational func-

tion, and the patient’s adherence to the medication regimen. A mental status

examination focuses on the patient’s affective state. The patient’s lithium blood

level is reviewed. The side effects of the medication are reviewed, and prescrip-

tions for the same medications are provided.

Explanation for code choice: In order to make a decision about medications,

the psychiatrist must do an expanded problem-focused history and examination.

An expanded problem-focused history includes one to three elements of a review

of systems. The actual medical decision to continue the medication regimen is of

low complexity.

HOSPITAL INPATIENT SERVICES—INITIAL HOSPITAL CARE

99221 A 32-year-old woman is seen for initial hospital care. The woman had been dis-

charged from the same psychiatric unit 3 days earlier after a 5-day stay precip-

itated by threats of suicide in the context of alcohol intoxication. The patient

had received diagnoses of adjustment disorder with depressed mood and sui-

cidal ideation, alcohol abuse, and mixed personality disorder with borderline

features. Her interval history revealed that the patient had returned home after

discharge from the hospital and within 24 hours became involved in verbally vi-

olent arguments with her husband, drank an unspecified amount of vodka, and

threatened to kill him. Her blood alcohol level in the emergency department is

160 mg/dL. The results of a physical examination are within normal limits, as

are the results of the remainder of the laboratory studies. The results of a tox-

icology screening are negative. The mental status examination reveals a patient

who is crying, angry, and accusing her husband of infidelity. She is difficult to

redirect, and her affect is labile and irritable. Her mood is depressed. She shows

no psychotic symptoms and is cognitively intact. She demonstrates little to no

insight. The patient is admitted to the hospital voluntarily. The social work staff

is asked to provide an evaluation of the husband and the family situation. Dis-

charge planning is begun.

Explanation for code choice: The lowest level of initial hospital care is ap-

propriate because this is a readmission with no change in the history database

and because the medical decision making is straightforward.

Vignettes for Evaluation and Management Codes 131

99222 A 40-year-old man discharged 12 days before the current admission with a di-

agnosis of schizophrenia had been given instructions to attend follow-up visits

at an outpatient clinic to monitor his neuroleptic medication. He now presents

with auditory hallucinations and paranoid ideation with violent thoughts toward

his neighbors. His interval history reveals that he never attended the outpatient

clinic and that he immediately discontinued taking the neuroleptic medication

after discharge. The patient’s brother reports that the patient’s symptoms re-

appeared 4 days before the current admission. The patient also has a history of

diabetes mellitus controlled by oral medications and had discontinued taking

his diabetes medication. A mental status examination reveals a poorly groomed

individual with auditory hallucinations that are threatening toward the patient

and paranoid delusions that involve neighbors trying to hurt him. He admits to

violent thoughts toward his neighbors and states that he might have to harm or

kill them. He appears to be cognitively intact. A physical examination reveals a

moderately obese individual. The results of his laboratory studies are normal ex-

cept for an elevated glucose level. The results of repeat finger-stick tests indicate

glucose levels above 400 mg/dL. A new neuroleptic regimen is begun for the pa-

tient. The treatment team devises a strategy to help the patient’s family assist him

in adhering to this regimen after discharge.

Explanation for code choice: Although this case is also a readmission, the na-

ture of the presenting problem involves psychotic symptoms, violent thoughts, and

symptomatic diabetes. The level of history taking and examination are compre-

hensive, and the medical decision making is moderately complex.

99223 Initial psychiatric hospital services are provided for a 17-year-old female trans-

ferred from the medical intensive care unit after treatment for ingestion of a large

amount of acetaminophen and aspirin. Her family history reveals that her mother

and a maternal uncle have been treated for depression. The patient has been do-

ing poorly in school for 6 months and has been experimenting with drugs and

alcohol. She has been rebellious at home, and 2 months ago she reported that

she might be pregnant. One week before her admission, her boyfriend of 1 year

left her for another schoolmate. She has no history of significant medical or sur-

gical problems. Her last menstrual period was 3 weeks ago. The patient is admit-

ted voluntarily. A mental status examination reveals a barely cooperative, sullen

teenager whose speech is not spontaneous but is logical and coherent. She shows

no psychotic symptoms. The patient refuses to comment on current suicidal

thoughts or ideation. She is cognitively intact. The results of a physical examina-

tion and laboratory tests are all within normal limits. The social work staff is asked

to assess the patient’s family situation. The patient is placed on close observation

as a suicide precaution.

Explanation for code choice: Suicidal behaviors always require highly complex

medical decision making supported by a comprehensive history and comprehen-

sive mental status examination. Be sure to complete a full review of systems.

99223 Initial hospital care is provided for a 35-year-old woman with a 3-month his-

tory of withdrawn, bizarre behavior. Two days before her admission she became

disorganized and aggressive toward her family and started talking to herself. Her


family history reveals a maternal grandfather with a diagnosis of schizophrenia.

The patient had two prior episodes of psychosis and had received a diagnosis of

schizophrenia. She dropped out of treatment 5–6 months ago, and since then she

has not taken any medications. There are no current medical or surgical problems.

The patient is admitted involuntarily. The results of a mental status examina-

tion reveal the patient to be uncooperative and poorly groomed and to make

poor eye contact. Her speech is rambling and tangential. The patient appears to

be responding to internal stimuli and is easily distracted and blocked. Her affect is

flat and blunted. The patient is oriented to time, place, and person. The results

of a physical examination and laboratory tests are within normal limits. The pa-

tient is placed on every-15-minute observation status. She is assessed for neu-

roleptic treatment. The social work staff is asked to assess the family situation.

The occupational therapy/recreational therapy staff is asked to assess the patient’s

ability to perform activities of daily living.

Explanation for code choice: This is an example of a typical admission for a

patient with a major psychiatric disorder and severe acute symptoms. The his-

tory and mental status examination must be comprehensive. A complete review

of systems is required, and the medical decision making is highly complex.

99223 Initial hospital care is provided for an 8-year-old boy whose parents requested

admission because of a 1-week history of repeated attempts to cut and hit him-

self. The patient’s family history reveals that his father is in treatment for bipolar

disorder. The patient is the second of three children. The siblings are reported to

be doing well. The parents admit to having recent marital problems for which

they have sought counseling. The patient is described as generally well behaved but

moody with a bad temper. His schoolwork has been deteriorating for the past 3

months, and there have been reports of minor behavioral misconduct. One week

before admission, the parents denied the patient a puppy. Since then he has been

out of control and has been cutting, scratching, and hitting himself. A mental

status examination reveals a withdrawn, depressed-appearing child who an-

swers all questions with yes or no. He is cognitively intact. A physical examina-

tion reveals scratches and bruises over the patient’s arms and legs. The results of

laboratory studies are within normal limits. The social work staff is asked to begin

a family assessment. The patient is placed on close observation.

Explanation for code choice: The out-of-control self-harm behavior requires

highly complex medical decision making supported by a complete review of

systems and a comprehensive history and examination.

99223 Initial hospital care is provided for a 75-year-old man with a 2-month history of

depression, a 2-week history of auditory hallucinations, and recent suicidal ide-

ation. The patient has a history of diabetes mellitus and is dehydrated. The psy-

chiatric history focuses on past history of episodes of depression, family history of

depression, and the patient’s current social support system. A mental status ex-

amination reveals poor grooming, poor eye contact, lack of spontaneity, slowed

speech, psychomotor retardation, depressed affect, present suicidal ideation with

no plan, and auditory hallucinations telling the patient that he is no good. The pa-

tient is cognitively intact. The patient is admitted voluntarily. A medical consul-


tation is requested. Complete blood count, SMA-12, and thyroid laboratory tests

are ordered. The patient and the family are instructed about the probable need for

electroconvulsive therapy. The consent process for electroconvulsive therapy is

explained, and signatures are obtained. Exploration of discharge placement is be-

gun. The patient is placed on close observation as a suicide precaution.

Explanation for code choice: Severe depression with psychotic symptoms

and suicidal ideation in an elderly patient requires a comprehensive history and

examination as well as a complete review of systems. Treatment considerations,

taking into account medical comorbidities and including electroconvulsive

therapy, demand highly complex medical decision making.

HOSPITAL INPATIENT SERVICES—SUBSEQUENT HOSPITAL CARE

99231 A 14-year-old female admitted for depression and suicidal ideation is seen in a

subsequent hospital visit. The patient has been in the hospital for 12 days and is

behaviorally stable. Her condition is improving. The attending psychiatrist in-

terviews the patient; meets with the treatment team; reviews notes prepared by

nursing, occupational therapy/recreational therapy, and social work staff; writes

an order for as-needed medication for headache; and writes the daily progress

note.

Explanation for code choice: This level of subsequent hospital care is appro-

priate because the patient is stable and approaching discharge. The medical de-

cision making for this day’s work is straightforward.

99232 A 36-year-old man admitted for hallucinations and delusions and now in his third

hospital day is seen for a subsequent hospital visit. The attending psychiatrist in-

terviews the patient, takes an interval history, does a mental status examination,

and then meets with the treatment team. The team reviews notes prepared by

nursing, occupational therapy/recreational therapy, and social work staff. The at-

tending psychiatrist orders an increase in the patient’s neuroleptic medication.

The attending psychiatrist discusses discharge planning with social work staff,

talks with the patient’s mother by phone, and writes the daily progress note.

Explanation for code choice: This example of subsequent hospital care is

typical of a mid-hospital-course day of work. The history and examination are

at the expanded problem-focused level, and the medical decision making is

moderately complex. The expanded problem-focused history requires one to

three elements of a review of systems.

99233 A 72-year-old man admitted for depression with suicidal ideation and paranoid

delusions is seen for a subsequent hospital visit. The patient is in his seventh

hospital day. The attending psychiatrist interviews the patient and does a men-

tal status examination, noting minor changes in orientation. The attending psy-

chiatrist meets with the treatment team and reviews notes prepared by nursing,

occupational therapy/recreational therapy, and social work staff. Although the

patient is taking antidepressants, the team does not believe the patient has shown


progress. His sleep and appetite are poor, and he must be encouraged to shower

and groom. The attending psychiatrist reviews discharge planning with social

work staff and writes the daily progress note. Later the same day the attending

psychiatrist is notified that the patient has become combative with staff and is

confused and disoriented. The attending psychiatrist returns to the unit and orders

as-needed lorazepam and open-door seclusion. The patient’s vital signs are taken,

and a modest increase in temperature is observed. The attending psychiatrist

orders a medical consultation and an evaluation for the fever and prepares an

addendum to the progress note.

Explanation for code choice: The reason the highest level of subsequent hos-

pital care is recommended in this case is the abrupt change in mental state re-

quiring a return to the unit and a detailed evaluation of the situation, with a

detailed examination and medical decision making of high complexity. Al-

though the subsequent hospital care codes require only two of the three key com-

ponents, it is not a bad idea to do a detailed (two to nine elements) review of

systems when using these codes.

OFFICE OR OTHER OUTPATIENT CONSULTATIONS

99244 A 7-year-old boy referred by his pediatrician is seen in an initial office consultation.

The patient was referred because of his short attention span, easy distractibility,

and hyperactivity. The history taken during the parents’ interview focuses on the

patient’s family history and psychosocial context, the mother’s pregnancy, the pa-

tient’s early childhood development, and the parents’ description of the onset and

progression of the symptoms and behaviors. The mental status examination fo-

cuses on the patient’s affective state, ability to attend and concentrate during the

evaluation and observation, and behavior during the session. The patient is sched-

uled for neuropsychological testing and a return visit with his parents.

Explanation for code choice: The consultation requires a comprehensive

history and examination. The medical decision making is moderately complex.

Do not forget that a review of systems is required.

99245 An 81-year-old woman referred by her internist is seen in an initial office con-

sultation for evaluation of her mental state. Her family had reported her activity

as being markedly decreased and that she was having difficulty maintaining inde-

pendent self-care. The patient’s history reveals that she has congestive heart fail-

ure and chronic obstructive pulmonary disease that is in fair control. She had two

episodes of depression in her 50s and was treated successfully with antidepres-

sants. The patient reports feelings of general malaise, loss of interest, trouble sleep-

ing, decreased appetite, and problems with memory over a 4-week period. The

patient denies awareness of an inability to maintain her home or independent self-

care. A mental status examination reveals a poorly groomed, cooperative woman

Note: As of January 1, 2010, Medicare does not reimburse for these codes. See Chapter 4 for alternative coding.


with moderate psychomotor retardation and no speech abnormalities. She ap-

pears sad and expresses feelings of depression and has flat affect. Her Mini-Mental

State Examination score is 25 of 30 points, with poor recall, attention and con-

centration deficits, and distortion of figure drawing. A family member is inter-

viewed and confirms most of the history. Neuropsychological testing is ordered,

and the patient’s case is discussed with the referring physician.

Explanation for code choice: This case involves mental disorder with signif-

icant comorbid medical conditions. The medical decision making is highly

complex, supported by a comprehensive history and examination. The history

must include a complete review of systems.

INITIAL INPATIENT CONSULTATIONS

99253 An initial hospital consultation is provided for a 35-year-old woman referred by

obstetrics/gynecology staff after she had a normal vaginal delivery and had

asked to talk to a psychiatrist about feelings of depression. A review of her chart

reveals an uncomplicated neonatal course and a normal delivery of a healthy

baby girl. History taking focuses on symptom onset and progression and the

patient’s current family/social context. The patient reports that her husband is

out of work and is drinking and arguing with her frequently. Two other children

are doing well. A mental status examination reveals a cooperative, friendly in-

dividual with normal speech, moderately depressed mood (which she relates to

her marital stress), full affect, and no psychotic or anxiety symptoms. She is

cognitively intact. Her insight is fair, and her judgment is intact. Her desire for

marital counseling is supported, and she is given a referral for this service.

Explanation for code choice: This consultation for a medically stable patient

required a detailed history and examination. The medical decision making is of

low complexity. The history must include a detailed review of systems (two to

nine elements).

99254 An initial hospital consultation is provided for a 19-year-old female referred by

department of medicine staff after treatment for ingestion of acetaminophen

and alcohol. A review of her chart reveals that symptomatic management was

used to treat ingestion of alcohol (her blood alcohol level was 120 mg/dL) and a

nonlethal amount of acetaminophen. The patient has no history of medical or

surgical problems. History provided by the patient includes a recent breakup

with her boyfriend of 3 years, loss of her job, and fighting with her mother. Her

family history includes alcohol abuse by the father and two brothers. The patient

reports that she has experimented with street drugs, has used alcohol regularly

since age 16 years, and has had a history of binge drinking. There is no history of

blackouts or delirium tremens. The patient has no current legal problems. A

mental status examination reveals a cooperative individual with good eye con-

Note: As of January 1, 2010, Medicare does not reimburse for these codes. See Chapter 4 for alternative coding.


tact. She asks “When can I get out of here?” and states “I did a stupid thing.” The

patient is remorseful, and her affect is bright, with a moderate level of depres-

sion. She is cognitively intact. She expresses concerns about her boyfriend and

states that she probably needs some counseling. She agrees to treatment of al-

cohol abuse. The patient is cleared for discharge and given a referral to a com-

munity psychiatry program for dually diagnosed patients.

Explanation for code choice: The suicide attempt was committed impulsively,

and the patient is remorseful and ready for outpatient follow-up. A detailed his-

tory and examination are performed, and medical decision making is moder-

ately complex. The history must include a complete review of systems.

99255 An initial hospital consultation is provided for an 82-year-old man referred by

department of medicine staff because of bizarre behavior that resulted in his re-

quiring a sitter. The patient has high blood pressure, renal insufficiency, con-

gestive heart failure, and chronic obstructive pulmonary disease. He is taking

12 medications, including as-needed lorazepam and haloperidol for “behavioral

control.” Notes prepared by nursing staff indicate that the patient has periods of

lucidity intermixed with confused, uncooperative behavior, usually in the eve-

nings. The patient began receiving antibiotics in the previous 12 hours for a uri-

nary tract infection. The social worker reports that the patient lives with his wife

and was in good health and maintained a wide range of activities before this ad-

mission. The wife reports some slippage in the patient’s memory, but the patient

denies that there are any problems whatsoever. The mental status examination re-

veals the patient to be resting in his hospital bed and receiving intravenous flu-

ids and intranasal oxygen. The patient is irritable, and his irritability increases

during the course of the evaluation. He denies any psychological symptoms. The

patient knows who he is and where he is but does not know the day, the date, or

the month. He cannot do serial 7s. The patient reports having had a visit by sev-

eral of his children the night before, but nursing staff report no such visit took

place. The findings are reviewed with the nursing staff and the attending physi-

cian. Lorazepam is discontinued, and orientation strategies are discussed with the

nursing staff and the attending physician.

Explanation for code choice: This case is typical for an acute geriatric med-

ical admission: multiple comorbidities and multiple medications complicated

by delirium. The consulting psychiatrist must do a comprehensive history and

examination. The medical decision making is highly complex. The history must

include a complete review of systems.

137

Appendix G

Most Frequently Missed Items in Evaluation and Management (E/M) Documentation

PET1210 (05/07)

Medicare

National Government Services, Inc.

1333 Brunswick Avenue

Lawrenceville, New Jersey 08648

A CMS Contracted Agent

Most Frequently Missed Items in Evaluation and Management (E/M) Documentation

History

History is too brief and lacks the reason for the encounter or minimal documentation

of the reason for the encounter.

Documentation for the Review of Systems is too minimal.

If billing for a Complete Review of Systems – either must individually document ten

(10) or more systems OR may document pertinent (some) systems and make the

statement in the progress note “all other systems negative.”

Lacks any documentation in support of why elements of the history or the entire

history was unobtainable; would also apply to documenting the work done to attempt

to obtain history from sources other than the patient if it was unobtainable from the

patient.

Insufficient documentation of the Past, Family and Social history; no reference to

dates or any documentation to support obtaining the information.

If you wish to refer to a Review of Systems and/or a PFSH documented in a progress

note of a previous date and update it with today’s information (e.g., unchanged from

ROS of 1/4/07 except patient has stopped smoking) – you must specifically indicate

the previous date you are referring to in today’s note and you must include a

photocopy of the previous ROS or PFSH you have referred to if you are asked to send

documentation for today’s note. Make sure your staff is also aware of this if they will

photocopy and send documentation to Medicare.

Physical Exam

Physical exam documentation is too brief.

1997 Specialty exams, billed at the comprehensive level, do not meet all of the

required elements for that level.

For the 1995 Comprehensive exam – required to count ONLY organ systems and not

body areas; must be eight (8) or more organ systems only.

Can choose to perform and document either the 1995 or 1997 physical exam but

findings show that most physicians do better with documentation based upon the

1995 guidelines.

PET1210 (05/07)

Medical Decision Making

Lack of sufficient evidence that labs, X-rays, etc., were performed to credit in this

section (Amount and/or Complexity of Data Reviewed or in Table of Risk of

Complications and/or Morbidity or Mortality).

Lack of sufficient documentation of items which could be credited to Reviewed Data

(Amount and/or Complexity of Data Reviewed) such as the decision to obtain old

records or obtain history from someone other than the patient, review and

summarization of old records, discussion of case with another health care provider.

Remember, in this section, need only two (2) elements of the three and need only the

highest, single item available and appropriate in one box of the chart for Risk of

Complications and/or Morbidity or Mortality.

Time Based Codes

In choosing a code based upon time for counseling and coordination of care, total

time may be documented but there is not quantification that more than 50 percent of

the time was spent on counseling and there is also no documentation of what the

coordination of care was or what the counseling was.

No documentation of time for critical care.

No documentation of time for discharge day management.

General

Missing the order for a consultation in hospitals and SNFs.

Illegible documentation.

Lack of a physician signature on the note.

Missing patient names.

Incorrect dates of service.

Lack of any note for a billed date of service.

Lack of the required two (2) or three (3) key elements to bill an E/M service.

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CPT Primer for Psychiatrists What is CPT? Current Procedural Terminology (CPT) was first published by the American Medical Association (AMA) in 1966. The CPT coding system was created to provide a uniform language for describing medical and surgical procedures and diagnostic services that would facilitate more effective communication between clinicians, third-party payers, and patients. The 2010 CPT Manual is the most recent revision of the 4th edition of the book. The AMA’s CPT Editorial Panel has the sole authority to revise, update, or modify CPT. The panel has seventeen members, eleven nominated by the AMA, and one each from the Blue Cross and Blue Shield Association, the Health Insurance Association of American, the Centers for Medicare and Medicaid Services (formerly HCFA), the American Hospital Association, and the Health Care Professionals Advisory Committee, and one representative from the AMA/Specialty Society RVS Update Committee. In 1990, Tracy Gordy, M.D., became the first psychiatrist to be appointed to the panel. He retired as chair of the panel in November 2007. The CPT Editorial Panel is supported by the CPT Advisory Committee, which has representatives from over 90 specialty societies. The committee’s main role is to advise the editorial panel on procedural coding and nomenclature that is relevant to each committee member’s specialty. The committee also serves as a conduit through which revision to CPT can be proposed by specialty societies, or by individual members of those specialty societies. The AMA’s CPT coding system is now used almost universally throughout the United States. The Transaction Rule of the Health Insurance Portability and Accountability Act (HIPAA), which went into effect on October 16, 2002, requires the use of CPT codes by all who are covered by HIPAA. The CPT codes comprise Level I of the HCPCS (Health Care Financing Administration Common Procedure Coding System) codes used by Medicare and Medicaid. Every healthcare provider who is paid by insurance companies should have a working knowledge of the CPT system. How Is the CPT Manual Organized? The CPT manual is organized to be as user friendly as possible. The following is a quick survey of its contents. Introduction The short introduction contains valuable information for the clinician on how to use the manual, including:

A description and explanation of the format of the terminology (This section describes

how some routine procedural terms are not repeated for subsequent related procedures

to conserve entry space.);

A description of how to request updates of CPT (It is vital that physicians keep the AMA

aware of changes in practice that require coding changes.);

A discussion of the specific guidelines that precede each of the manual’s six sections

(E/M and the five clinical sections);

A discussion of ―add-on codes‖ for additional or supplemental procedures;

An explanation of code modifiers and how they are to be used;

A brief discussion of how place of service relates to CPT;

A discussion of the inclusion of codes for unlisted procedures or services in each

section;

A note that some CPT codes require interpretation and reporting if they are to be used;

A note that special reports may be required to determine the medical appropriateness of

rare or very new services;

A discussion of how to identify code changes from year to year;

A reference to the expanded alphabetical index now included in the Manual;

A note on how to obtain electronic versions of CPT; and finally

How references to AMA resources on the CPT codes are noted in the Manual.

Illustrated Anatomical and Procedural Review

This section provides a review of the basics of anatomy and medical vocabulary that are necessary for accurate coding. Lists of prefixes, suffixes, and roots are given, followed by 22 anatomical illustrations. There is also an index of all the procedural illustrations that appear throughout the manual, listed by their corresponding codes. Evaluation and Management Codes Although the rest of the CPT manual is organized according to the numerical order of the codes, the evaluation and management (E/M) codes, 99xxx, are provided in the first code section because they are used by physicians in all specialties to report a considerable number of their services. The E/M codes are preceded by fairly extensive guidelines that define the terms used in the code descriptors and provide instructions for selecting the correct level of E/M service. Major Clinical Sections Next come the major clinical sections: Anesthesia, Surgery, Radiology, Pathology and Laboratory, and Medicine. Each of these sections is preceded by guidelines. The psychiatry codes, 908xx, are found in the Medicine section. The codes in the Psychiatry subsection cover most of the services mental health professionals provide to patients in both inpatient and outpatient settings. Category II and III Codes The Medicine section is followed by a listing of the supplemental Category II and Category III codes. These codes are generally optional codes used to facilitate data collection and are never used as substitutes for the standard Category I CPT codes.

Category II codes are used for performance measurement. According to the CPT Manual, Category II codes are ―intended to facilitate data collection about the quality of care rendered by coding certain services and test results that support nationally established performance measures and that have an evidence base as contributing to quality patient care.‖ These codes will be used more and more as Medicare attempts to shift from volume-based payment to quality-based payment.

Category III codes are temporary codes that are used to allow data tracking for emerging services and procedures.

Appendixes and Index The last section of the manual includes appendixes and an extensive alphabetical index. There are 13 appendixes:

1. Appendix A: Modifiers—modifiers are two-digit suffixes that are added to CPT codes to indicate that the service or procedure has been provided under unusual circumstances (e.g., –21, which indicates a prolonged E/M service) (See Appendix B of this book for a list of modifiers.)

2. Appendix B: Summary of Additions, Deletions, and Revisions (of codes in the current

manual) 3. Appendix C: Clinical Examples—provides clinical examples to clarify the use of E/M codes

in various situations 4. Appendix D: Summary of CPT Add-On Codes—codes used to denote procedures

commonly carried out in addition to a primary procedure 5. Appendix E: Summary of CPT Codes Exempt From Modifier –51 (multiple procedures)

6. Appendix F: Summary of CPT Codes Exempt From Modifier –63 (which denotes a procedure perfomed on infants)

7. Appendix G: Summary of CPT Codes That Include Moderate (Conscious) Sedation

8. Appendix H: Alphabetic Index of Performance Measures by Clinical Condition or Topic (a listing of the diseases, clinical conditions, and topics with which the Category II codes are associated.)

9. Appendix I: Genetic Testing Code Modifiers (used ―to provide diagnostic granularity of service to enable providers to submit complete and precise genetic testing information wihout altering test descriptors.‖)

10. Appendix J: Electrodiagnostic Medicine Listing of Sensory, Motor, and Mixed Nerves

11. Appendix K: Products pending FDA Approval (vaccine products that have been assigned a Category I codes in anticipation of their approval)

12. Appendix L: Vascular Families

13. Appendix M: Crosswalk to Deleted CPT Codes (indicating which current codes are to be used in place of the deleted ones)

The index is preceded by instructions explaining that there are four primary classes of index entries:

1. Procedure or Service 2. Organ or Other Anatomic Site 3. Condition 4. Synonyms, Eponyms, and Abbreviations

The instructions also explain the index’s use of modifying terms, code ranges, and space-saving conventions.

Psychiatry Codes

The codes most frequently used by psychiatrists can be found in the Psychiatry subsection of the Medicine section of the CPT Manual (codes 90785-90899). For 2013 and beyond there have been major changes to the Psychiatry codes. A distinction has been made between an initial evaluation with medical services done by a physician (90792) and an initial evaluation done by a non-physician (90791). The psychotherapy codes have been simplified: There are now three timed codes to be used in all settings (90832- 30 minutes; 90834-45 minutes; 90837- 60 minutes) and accompanying add-on codes for psychotherapy (indicated in CPT by the + symbol) that are to be used by psychiatrists when the psychotherapy is provided in the same encounter as medical evaluation and management (+90833 -30 minutes, +90836 - 45 minutes, +90838 – 60 minutes). In lieu of the codes for interactive psychotherapy, there is now also an add-on code for interactive complexity (+90785) that may be used with any code in the Psychiatry section for which it is appropriate. Another change is that a new code has been added for psychotherapy for a patient in crisis (90839). When a crisis encounter goes beyond 60 minutes there is an add-on code for each additional 30 minutes (+90840). Code 90862 has been eliminated, and psychiatrists will now use the appropriate evaluation and management (E/M) code when they do pharmacologic management for a patient. (A new code, add-on code +90863, has been created for medication management when done with psychotherapy by the psychologists in New Mexico and Louisiana who are permitted to prescribe, but this code is not to be used by psychiatrists or other medical mental health providers). All of these changes are discussed in detail below. Interactive Complexity Add-On + 90785 Interactive Complexity -- This add-on code may be used with any of the codes in

the Psychiatry section when the encounter is made more complex by the need to involve others than the patient. It will most frequently be used in the treatment of children. When this add-on is used, documentation must explain what exactly the interactive complexity was (i.e., the need for play equipment with a younger child; the need to manage parents’ anxiety; the involvement of parents with discordant points of view).

What is an add-on code? An add-on code is a code that can only be used in conjunction with another code and is indicated by the plus symbol (+) in the CPT manual. While basic CPT codes are valued to account for pre- and post-time, add-on codes are only valued based on intra-service time since the pre- and post-time is accounted for in the basic code. In the new Psychiatry codes there are three different types of add-on codes: 1.) Timed add-on codes to be used to indicate psychotherapy when it is done with along with medical evaluation and management; 2.) A code to be used when psychotherapy is done that involves interactive complexity (e.g., psychotherapy provided to children or geriatric patients who have difficulty communicating without assistance); and 3.) A code to be used with the crisis therapy code for each 30 minutes beyond the first hour.

Psychiatric Diagnostic Evaluation Codes

90791Psychiatric Diagnostic Evaluation – This code is used for an initial diagnostic interview exam for an adult or adolescent patient that does not include any medical services. In all likelihood this code will not be used by psychiatrists . It includes a chief complaint, history of

+90785, the system complexity add-on code, may be used with these codes

present illness, review of systems, family and psychosocial history, and complete mental status examination, as well as the order and medical interpretation of laboratory or other diagnostic studies. Most insurers will reimburse for one 90791 per episode of illness. Medicare will pay for only one 90791 per year for institutionalized patients unless medical necessity can be established for others.

90792 Psychiatric Diagnostic Evaluation with Medical Services– This code is used for an initial diagnostic interview exam for an adult or adolescent patient that includes medical services. It includes a chief complaint, history of present illness, review of systems, family and psychosocial history, and complete mental status examination, as well as the order and medical interpretation of laboratory or other diagnostic studies. Most insurers will reimburse for one 90792 per episode of illness. Medicare will pay for only one 90792 per year for institutionalized patients unless medical necessity can be established for others. Medicare permits the use of this code or the appropriate level of the E/M codes (see below) to denote the initial evaluation or first-day services for hospitalized patients. Medicare also allows for the use of 90792 if there has been an absence of service for a three-year period. For 2013, it is important to note that both codes 90791 and 90802 are not subject to the outpatient mental health services limitation under Medicare that will be eliminated in 2014. They have always been reimbursed at 80% like all other medical codes.

Psychiatric Therapeutic Procedure Codes There are now three basic timed individual psychotherapy codes, which are to be used in all settings and add-on codes to be used when psychotherapy is done along with medical evaluation and management and/or when psychotherapy is provided for a patient when there is interactive complexity. Note that the descriptors for the psychotherapy codes now list the time as the time spent ―with patient and/or family member,‖ rather than ―face-to-face with the patient‖ as for the previous psychotherapy codes. Another difference is the way time is now defined by CPT. The CPT manual has standards in place that are to be used when selecting codes that have a time attached to them, except when rules are stipulated within the codes themselves. The bullets below will provide you with the basics for coding for psychiatric services.

Time is only the time spent face-to-face with the patient and/or family member.

When codes have sequential typical times attached to them, as with the basic psychotherapy codes, the code that is closest to the typical time should be selected.

A unit of time is attained when the mid-point is passed. (For example, if you see a patient for more than 15 minutes you may code using 90832, the 30-minute code; and if you see a patient for 35 minutes, you would also use 90832. However, if you see the patient for 40 minutes, you would use 90834, the 45-minute code).

90832 Individual Psychotherapy, 30 minutes with patient and/or family member +90833 Individual Psychotherapy, 30 minutes with patient and/or family member when

performed with an evaluation and management service (list separately in addition to the code for the primary procedure.)

90834 Individual Psychotherapy, 45 minutes with patient and/or family member

+90785, the system complexity add-on code, may be used with all of these codes

+90836 Individual Psychotherapy, 45 minutes with patient and/or family member when performed with an evaluation and management service (list separately in addition to the code for the primary procedure.)

90837 Individual Psychotherapy, 60 minutes with patient and/or family member +90838 Individual Psychotherapy, 60 minutes with patient and/or family member when

performed with an evaluation and management service (list separately in addition to the code for the primary procedure.)

Other Psychotherapy Codes

90845Psychoanalysis – Psychoanalysis is performed by therapists who are trained and credentialed to practice it. Psychoanalysis is reported on a per-session basis and is reimbursed by most insurance programs. The issue of medical necessity has resulted in challenges to reimbursement for psychoanalysis by managed care companies. Note that 90845 is not a time-based code.

90846Family Psychotherapy (Without the Patient Present) – This code is used when the psychiatrist provides therapy for the family of a patient without the patient being present. Under Medicare rules, 90846 is only covered if the therapy is clearly directed toward the treatment of the patient, rather than to treating family members who may have issues because of the patient’s illness. While most insurance companies will reimburse for this code, problems may occur because the service is not face-to-face with the patient.

90847Family Psychotherapy (Conjoint Psychotherapy) (With Patient Present) – This code is used when the therapy includes the patient and family members. It is covered by most insurance plans, and is challenged less often than 90846 because the patient is present. It should also be used for couples therapy.

90849 Multiple-Family Group Psychotherapy – This code is used when the psychiatrist provides psychotherapy to a group of adult or adolescent patients and their family members. The usual treatment strategy is to modify family behavior and attitudes. The service is covered by most insurance plans.

90853Group Psychotherapy (Other Than of a Multiple-Family Group) – This code relies on the use of interactions of group members to examine the pathology of each individual within the group. In addition, the dynamics of the entire group are noted and used to modify behaviors and attitudes of the patient members. The size of the group may vary depending on the therapeutic goals of the group and/or the type of therapeutic interactions used by the therapist. The code is used to report per-session services for each group member. Most insurance plans cover this procedure.

Codes for Other Psychiatric Services or Procedures

90865Narcosynthesis for Psychiatric Diagnostic and Therapeutic Purposes (e.g. sodium amobarbital (Amytal) interview) – This procedure involves the administration, usually through slow intravenous infusion, of a barbiturate or a benzodiazepine in order to suppress inhibitions, allowing the patient to reveal and discuss material that cannot be verbalized without the disinhibiting effect of the medication. This code is reimbursed by most insurers.

+90785, the system complexity add-on code, may be used with all of these codes

90867 Therapeutic Repetitive Transcranial Magnetic Stimulation (TMS) initial treatment,

including cortical mapping, motor threshold determination, delivery and management

90868Subsequent TMS Delivery and Management, per session

90869 Subsequent TMS Motor Threshold Re-Determination with Delivery and

Management

90870Electroconvulsive Therapy (Includes Necessary Monitoring); Single seizure – This code is for electroconvulsive therapy (ECT), which involves the application of electric current to the patient’s brain for the purposes of producing a seizure or series of seizures to alleviate mental symptoms. ECT is used primarily for the treatment of depression that does not respond to medication. The code includes the time the physician takes to monitor the patient during the convulsive phase and during the recovery phase. When the psychiatrist also administers the anesthesia for ECT, the anesthesia service should be reported separately, using an anesthesia code. ECT is covered by most insurance plans.

90875Individual Psychophysiological Therapy Incorporating Biofeedback Training by any Modality (face-to-face with the patient), With Psychotherapy (e.g., insight-oriented, behavior modifying, or supportive psychotherapy); approximately 20-30 minutes and,

90876approximately 45-50 minutes These two procedures incorporate biofeedback and psychotherapy (insight oriented, behavior modifying, or supportive) as combined modalities conducted face-to-face with the patient. They are distinct from biofeedback codes 90901 and 90911, which do not incorporate psychotherapy and do not require face-to-face time. Medicare will not reimburse for either of these codes.

90880Hypnotherapy – Hypnosis is the procedure of inducing a passive state in which the patient demonstrates increased amenability and responsiveness to suggestions and commands, provided they do not conflict seriously with the patient’s conscious or unconscious wishes. Hypnotherapy may be used for either diagnostic or treatment purposes. This procedure is covered by most insurance plans.

90882Environmental Intervention for Medical Management Purposes on a Psychiatric Patient’s Behalf With Agencies, Employers, or Institutions – The activities covered by this code include physician visits to a work site to improve work conditions for a particular patient, visits to community-based organizations on behalf of a chronically mentally ill patient to discuss a change in living conditions, or accompaniment of a patient with a phobia in order to help desensitize the patient to a stimulus. Other activities include coordination of services with agencies, employers, or institutions. This service is covered by some insurance plans, but because some of the activities are not face-to-face, the clinician should check with carriers about their willingness to reimburse for this code.

90885Psychiatric Evaluation of Hospital Records, Other Psychiatric Reports, Psychometric and/or Projective Tests, and Other Accumulated Data for Medical Diagnostic Purposes – Although this would seem to be a very useful code, because reviewing data is not a face-to-face service with the patient, Medicare will not reimburse for this code and

some commercial carriers have followed suit. Medicare considers the review of data to be part of the pre-/postwork associated with any face-to-face service.

90887Interpretation or Explanation of Results of Psychiatric, Other Medical Examinations and Procedures, or Other Accumulated Data to Family or Other Responsible Persons, or Advising Them How to Assist Patient – Medicare will not reimburse for this service because it is not done face-to-face with the patient, and clinicians should verify coverage by other insurers to ensure reimbursement. It is appropriate to use an E/M code in the hospital where floor time is expressed in coordination of care with the time documented.

90889Preparation of Report of Patient’s Psychiatric Status, History, Treatment, or Progress (Other Than for Legal or Consultative Purposes) for Other Physicians, Agencies, or Insurance Carriers – Psychiatrists are often called upon to prepare reports about the patient for many participants in the healthcare system. This code would be best used to denote this service. However, because this is not a service provided face-to-face with a patient, Medicare will not reimburse for this code either, and clinicians should verify coverage by other insurers.

90899Unlisted Psychiatric Service or Procedure – This code is used for services not specifically defined under another code. It might also be used for procedures that require some degree of explanation or justification. If the code is used under these circumstances, a brief, jargon-free note explaining the use of the code to the insurance carrier might be helpful in obtaining reimbursement. If it is used for a service that is not provided face-to-face with a patient, the psychiatrist should check with the patient’s insurer regarding reimbursement.

95970, 95974, 95975Neurostimulators, Analysis–Programming – These codes have been

approved for vagus nerve stimulation (VNS) therapy for treatment-resistant depression. Clinicians performing VNS therapy should use the appropriate code from the 95970, 95974, and 95975 series of codes found in the neurology subsection of the CPT manual. Medicare will not reimburse for these codes.

M0064Brief Office Visit for the Sole Purpose of Monitoring or Changing Drug Prescriptions Used in the Treatment of Mental Psychoneurotic and Personality Disorders – M0064 is not, in fact, a CPT code. It is a HCPCS Level II code (CPT codes are HCPCS Level I), part of the HCPCS system used by Medicare and Medicaid. M0064 should only be used for the briefest medication check with stable patients.

Evaluation and Management Codes

With the elimination of code 90862 and the addition of the add-on codes for psychotherapy when done with evaluation and management (E/M), psychiatrists will be using far more E/M codes than they have in the past. Previously, many psychiatrists just used the E/M codes for their inpatient and nursing facility encounters, but now they will be used for outpatient care as well. The evaluation and management codes were introduced in 1992 to cover a broad range of services for patients, in both inpatient and outpatient settings. E/M code descriptors provide explicit criteria for selecting codes, and the clinical vignettes given in Appendix C of the CPT Manual provide examples of situations that fulfill these criteria.

Evaluation and management codes cover a family of general medical services provided in various settings, i.e., office, hospital, nursing home, emergency department, etc. While E/M codes are frequently used for hospital inpatient services, inpatient and outpatient consultations, and nursing facility services; they are less frequently used in psychiatry for office and other outpatient services, emergency department services, and domiciliary, rest home services. It is extremely important to read the guidelines to the Evaluation and Management section of the CPT Manual because they explain how to choose the appropriate level of service when using E/M codes. Level of Service The level of service for an E/M code encompasses the skill, effort, time, responsibility, and medical knowledge necessary to evaluate, diagnose, and treat medical conditions. There are seven components that are used to define E/M levels of service:

history,

examination,

medical decision making,

counseling,

coordination of care,

nature of presenting problem, and

time. The three key components used in selecting the level of service within each category or subcategory of E/M service are:

the extent of the history

the extent of the examination

the complexity of medical decision making involved The clinician’s ability to determine the appropriate level of service being provided to the patient within each category or subcategory of evaluation and management services is dependent on a thorough understanding of the Definition of Terms (found in the Evaluation and Management Services Guidelines that precede the listing of the E/M codes in the CPT Manual) and the Instructions for Selecting a Level of E/M Service (also in the Guidelines). The brief synopsis that follows is not an adequate substitute for a careful review of these sections of the CPT Manual. There are three to five levels of service for each category or subcategory of E/M services. Each level of service represents the total work (skill, time, effort, medical knowledge, risk) expended by the clinician during an incident of service. For example, hospital inpatient services are divided into initial hospital care and subsequent hospital care, with three levels of service for initial care (99221-99223) and three levels of service for subsequent care (99231-99233); all of the levels based on depth of history and examination and complexity of the decision making involved, and the descriptors for the codes provide a typical time for the code as well. Consultations are divided into office or other outpatient consultations, initial inpatient consultations. There are five levels of service for office consultations (99241-99245), and initial inpatient consultations (99251-99255). Consultations are provided at the request of another healthcare provider to whom a written report must be given.The CPT Editorial Panel voted to delete the follow-up inpatient consultations and the confirmatory consultations. The appropriate E/M service code (i.e., Established patient, office or other outpatient service) should be used based on the setting and type of service. Clinicians should become thoroughly familiar with the

descriptors and codes within each family of services as well as with the guidelines that spell out the methodology for selecting the level of service provided. History There are four levels of history in the E/M codes: problem focused, expanded problem focused, detailed, and comprehensive. The more detailed the history, the greater the work effort. Examination The same four categories define the examination: problem focused, expanded problem focused, detailed, and comprehensive. The more extensive the examination, the greater the work effort. For psychiatry, a complete mental state examination (single system examination) qualifies as a comprehensive examination. Decision Making There are four levels of medical decision making presented in the E/M codes: 1. Straightforward; 2. Low complexity; 3. Moderate complexity; and 4. High complexity. The more complex the medical decision making, the greater the work effort. The complexity of the medical decision making depends on: the number of diagnoses or management options; the amount and/or complexity of data to be reviewed; and the risk of complications and/or morbidity or mortality. For example, the lowest level of service for Office or Other Outpatient Consultations (99241) requires:

a problem focused history;

a problem focused examination; and

straightforward medical decision making Average time: 15 minutes

While the highest level of service for Office or Other Outpatient Consultations (99245) requires:

a comprehensive history;

a comprehensive examination; and

medical decision making of high complexity Average time: 80 minutes

The clinician selects 99241 or 99245 (or any of the levels in between, 99242, 99243, 99244) on the basis of the work performed (i.e., extent of history and examination, complexity of medical decision making). The average times given for each code are guidelines for the clinician and are not a requirement when using the key components (history, examination, and medical decision making) in selecting the level of service. Time and Level of Service Time (as a component in selecting the level of service) has two definitions in the E/M guidelines. The clinician must review these definitions (see CPT 2010, E/M Services Guidelines) in order to fully understand the rationale for the two definitions. For office and other outpatient visits and office consultations, intraservice time is defined as the face-to-face time spent providing services to the patient and/or family members. Time spent pre- and post-service (time that is not face-to-face) is not included in the average times listed for office and outpatient consultation services. The work associated with the pre- and post-

encounter time has been calculated into the total work that forms the basis for how each code is reimbursed, and, therefore, the average face-to-face times listed with each E/M code are considered fair proxy for the total work effort. For inpatient hospital care, hospital consultations, and nursing facility care intraservice time is defined as unit floor time. Unit floor time includes all work the clinician performs on behalf of the patient while present on the unit or at the bedside. This work includes direct patient contact, review of chart, writing orders, reviewing test results, writing progress notes, meeting with the treatment team, telephone calls, and meeting with the family. Pre- and post-time work such as reviewing patient records in another part of the hospital has been included in the calculation of total work as described above in the definition of face-to-face time. There is one final and important twist in using time in the selection of the level of service. When counseling and/or coordination of care (see CPT 2013 page tbd) accounts for more than 50 percent of the patient and/or family encounter unit/floor time, then time becomes the key factor in selecting level of service. The clinician makes the selection by matching the time of the encounter (face-to-face or unit/floor) to the average time listed for the appropriate E/M service. In this instance there is no consideration of the extent of the history, the exam, the medical decision making required, or the nature of the presenting problem; time is the sole determinant. Counseling is defined as a discussion with the patient and/or family concerning one or more of the following: diagnostic results, prognosis, risks and benefits of treatment, instructions for management, compliance issues, risk factor reduction, patient and family education. Coordination of care entails discussions about the patient’s care with other providers or agencies. These two services are considered contributory factors and although important to E/M service, are not required to be provided at every encounter. The following are examples of counseling and coordination of care. A clinician spends 35 minutes on the hospital floor (third hospital day for patient) and over 50 percent of that time was spent in counseling and/or coordination of care. The correct code is 99233 (subsequent hospital care), average time 35 minutes. In this case, history, examination, and medical decision making are no longer the factors that determine the selection of the level of service. Instead, the clinician documents the extent of the counseling/coordination of care in the daily progress note. A patient returns to a psychiatrist’s office for a medication check. The encounter takes a total of 25 minutes, during which time more than 12.5 minutes is spent explaining to the patient about how a newly prescribed medication works, how to establish a routine so that no doses will be missed, and the possible side-effects of the medication and what to do if they occur. The appropriate E/M code would be 99213 (office or outpatient service for an established patient), based on the 25-minute time rather than on a detailed history and examination and moderately complex medical decision making that would be required to use this code if counseling and coordination had not taken up more than 50 percent of the time. Use of Modifiers Modifiers are two-digit suffixes (e.g., –22, Unusual Procedure Services) that are added to procedural codes to indicate the service or procedure has been provided under unusual circumstances. The modifiers most likely to be used by psychiatrists are:

–22 Unusual Procedure Services

This modifier is used when the work associated with the service provided is greater than that usually required for the listed code. –25 Significant, Separately Identifiable Evaluation and Management Service by the Same Physician on the Same Day of the Procedure or Other Service This modifier is used to indicate that on the day a procedure or service identified by a CPT code was performed, the patient’s condition required a significant, separately identifiable E/M service above and beyond the other service provided or beyond the usual pre- and postoperative care associated with the procedure performed. –26 Professional Component This modifier is used for procedures that are a combination of a physician component and a technical component. When the physician component is reported separately, this modifier is added to the usual procedure. –52 Reduced Services This modifier is used to report a service that is reduced in time.

The following is an example of how to use modifiers: The therapy session requires extension from 50 minutes to 65 minutes because of the emergence of important material just before the session was scheduled to end. The session would be coded 90806-22 and a short explanatory note should be appended to the insurance form, explaining the use of the code. Documentation Documentation is an extremely complex issue, an issue we can only touch on here. For example, there may be special documentation requirements for Medicare found in the local Medicare contractor’s Local Coverage Determination (LCD) policies; or when psychiatrists use E/M codes for treating Medicare patients, the HCFA (CMS) documentation guidelines should be used (but the clinician must decide whether to use the 1995 or 1997 guidelines—see below); and commercial insurers may have their own requirements. Although accurate documentation of services and procedures is vital for good medicine, documentation has become an increasingly troublesome practical issue for clinicians. It is especially problematic for psychiatrists because of confidentiality issues and the amount of clinical information produced during psychotherapy sessions. Also, documentation for psychotherapy codes is one issue, while documentation for E/M codes is another. In 1995 the Health Care Financing Administration published documentation guidelines for evaluation and management services. In 1997 revised E/M documentation guidelines were issued. Currently, physicians can choose to base their documentation on either the 1995 or 1997 Documentation Guidelines for Evaluation and Management Services. Following either set will fulfill documentation requirements to the satisfaction of the Medicare program, and should be acceptable to private insurers as well. Generally, psychiatrists will want to use the 1997 guidelines, which allow for a single-system psychiatric exam. The Health Insurance Portability and Accountability Act (HIPAA), which was approved in December 2000 and became effective in April 2001, has very specific requirements for the privacy of patient records, and has very clear ramifications for the documentation of psychotherapy. HIPAA distinguishes between psychotherapy notes (notes a therapist may keep about the patient’s personal life as distinguished from the patient’s medical history and

treatment) and the medical record, and holds these personal notes to a higher level of confidentiality. Since 2003, when all physicians were expected to be in compliance with HIPAA, the standard of practice is that psychotherapy notes be kept so that they can be easily separated from the rest of a patient record. Reimbursement Issues It is very important for the clinician to understand that just because a code exists for a service in the CPT Manual, this does not guarantee that an insurance carrier or third-party payer will reimburse for that code. For example, Medicare will not pay for code 90882, Environmental Intervention, nor will it pay for certain codes done on the same day as others. You need to be aware of these exceptions. Clinicians may also find their contracts with managed care organizations specify certain codes that are not reimbursable, or that patients’ insurance policies specify certain services that are not covered. It is essential to find out about any of these issues before treatment begins. RBRVS and Medicare Reimbursement Policies Because Medicare’s Resource-Based Relative Value Scale (RBRVS) system for the payment of clinicians has become the basis of fee schedules, even for commercial carriers, a discussion of coding issues associated with Medicare reimbursement is useful even for those psychiatrists who do not treat Medicare beneficiaries. Since 1992, the Medicare program has reimbursed physician services based on the Resource-Based Relative Value Scale (RBRVS). RBRVS is a system that allows the mathematical calculation of Relative Value Units (RVUs) for every CPT code. The cost of providing each service described in CPT is divided into three components: physician work, practice expense, and professional liability insurance. RVUs are assigned to each component, then added together and multiplied by a conversion factor that is determined annually by CMS and voted on by Congress. The resulting figure is the Medicare fee for each service. Medicare fees vary slightly throughout the country due to adjustments for geographical differences in resource costs. For instance, the fees in New York are higher than those in Mississippi. Medicare generally excludes from payment all non-face-to-face services such as telephone calls, environmental interventions, record reviews, and case management, although there may be some variation in local payment policies. The way to avoid delay of payment or audits because of disputes over use of codes that you’re not absolutely certain about is to prospectively negotiate with insurers about the use of any codes that are not unquestionably standard. Conclusions Careful, correct coding is vital to the practicing psychiatrist. Take it seriously. Not only will correct coding help achieve prompt and appropriate payment for treatment, it will also provide protection from charges of fraud and abuse. Accurate documentation of the services you have provided, and coded for, is the most certain means of protection against allegations of abusive or fraudulent billing. Accurate documentation is also extremely helpful in defending against malpractice allegations. You need to stay current on coding issues.

Buy and read the AMA’s annually published CPT Manual

Stay in touch with your District Branch and the APA’s Office of Healthcare Systems and Financing about coding and billing issues.

Psychiatrists who provide services under Medicare must educate themselves on policies specific to Medicare. You must be sure to read any correspondence sent to you by your Medicare contractor.

You should code and bill for all services rendered regardless of local or national payer policies – the developing database may help change payment policies that negatively affect reimbursement of mental health services. It is important that you not try to game the reimbursement system by manipulating codes inappropriately. Medicare/Medicaid fraud, and insurance fraud in general, is a serious priority of the Justice Department. Note: Although psychiatrists are likely to use only the codes within the Psychiatry and E/M sections of the CPT Manual to cover the services they provide, the Manual clearly states in its introduction: “Any procedure or service in any section of this book may be used to designate the services rendered by any qualified physician.” Recommended Reading

American Medical Association, Physicians Current Procedural Terminology (published yearly, refer to most current)

CPT Handbook for Psychiatrists, American Psychiatric Press Inc., Third Edition, 2004 APA’s Web Site, CPT Coding Service and Additional Resources APA CPT Coding Service Look for timely information on coding and documentation issues on the APA’s website www.psychiatry.org and in the Psychiatric News Bulletin, which is e-mailed to members weekly. New materials on APA’s website are highlighted in the ―APA News‖ Section and can also be found under ―Psychiatric Practice.‖ The APA is actively involved in making sure that members are correctly reimbursed for the services they provide. Working closely with the Committee on RBRVS, Codes, and Reimbursement, the APA’s Office of Healthcare Systems and Financing (OHSF) has established a CPT Coding Service. Because CPT questions are very specific and often very complex, a protocol has been established for queries to ensure that there will be no misunderstanding. APA members with CPT coding questions should:

Write an e-mail or memo with their name, APA member number, city, state, phone number, fax number, and e-mail address.

State the question or describe the problem thoroughly, but succinctly—a short paragraph is usually all that is necessary.

Include any relevant correspondence from Medicare carriers, insurance companies, or third-party payers.

Cite any actions that have been taken relating to the problem, i.e., calls made, letters written

E-mail ([email protected]), fax (907-703-1089), or mail (Office of Healthcare Systems and Financing, APA, 1000 Wilson Boulevard, # 1825, Arlington, VA, 22209) the question to the

http://www.psychiatry.org/

attention of Rebecca Yowell.

All questions will be answered as quickly as possible. Courses/Workshops APA Annual Meeting Course and Workshop – A CPT coding CME course as well as a CPT workshop are generally held each year at the APA Annual Meeting. Check the APA Annual Meeting program for more information. APA Medicare Advisory Network The APA’s Office of Healthcare Systems and Financing maintains an online network of psychiatrists who are involved in Medicare policy issues across the country. This network allows the APA’s central office to monitor how Medicare is actually working from state to state. It alerts psychiatrists across the United States to issues that are problematic and keeps them apprised as to whether their state’s carrier is in compliance with Medicare rules and regulations. The network’s membership has historically been comprised of the psychiatry representatives to each Medicare carrier’s Carrier Advisory Committee (CAC). Until very recently Medicare carriers have administrated Part B of Medicare (Part A has been administered by fiscal intermediaries), and the CACs have been mandated by law to ensure that carriers have input from medical practitioners when they establish local Medicare policy, specifically local coverage determinations, or LCDs; (formerly referred to as LMRPs, or local medical review policies). The psychiatry representatives to the CACs are chosen by the APA’s District Branches. Medicare has almost completed the transition from carriers and fiscal intermediaries to Medicare Administrative Contractors, which oversee both Parts A and B. Thus far it appears that the CACs will continue to meet to advise these new entities just as they have Medicare carriers. The Office of Healthcare Systems and Financing (OHSF) provides staffing for the network and provides support so that members in all regions can work together when there are issues that need to be addressed. Members of OHSF staff meet as necessary with representatives from the Centers for Medicare and Medicaid Services and with Medicare Medical Directors to solve problems communicated to them by members of the network. For information on your local representative to the APA Medicare network representative, go to the APA web site at www.psychiatry.org. You can locate the list in the Medicare/Medicaid section under Psychiatric Practice. Medicare questions can also be directed to the attention of Ellen Jaffe in the Office of Healthcare Systems and Financing (HSF) by calling 800-343-4671 or writing her via the HSF e-mail address, [email protected].

http://www.psychiatry.org/

Evaluation and Management Codes Most Likely to be Used by Psychiatrists





Hospital observational services

Observation care discharge services 99217

Initial observation care 99218–99220





Consultations



Emergency department services



Initial Nursing Facility Care Subsequent nursing facility care

99304–99306 99307-99310

Nursing facility discharge services Annual Nursing Facility Assessment

99315–99316 99318




Home services




Team conference services

Team conferences with patient/family Team conferences without patient/family

99366* 99367

Behavior Change Interventions

Smoking and tobacco use cessation Alcohol and/or Substance abuse structured screening and brief intervention

99406-99407 99408-99409

Non-Face-to-Face Physician Services*

Telephone services On-Line Medical Evaluation Basic Life and/or Disability Evaluation Services Work Related or Medical Disability Evaluation Services *Medicare covers only face-to-face services

99441-99443 99444 99450 99455-99456


Most Frequently Used Evaluation and Management (E/M) Codes

CPT® five-digit codes, descriptions, and other data only are copyright 2011 by the American Medical Association (AMA). All Rights Reserved. No fee schedules, basic units, relative values or related listings are included in CPT®. CPT® is a registered trademark of the American Medical Association (AMA).

Evaluation and Management Services

Office/Outpatient Services

99201-99205, New Patient Office Visit

99211-99215, Established Patient Office Visit

Inpatient/Hospital Services (does not include Nursing Facilities)

99221-99223, Initial Hospital Care

99231-99233, Subsequent Hospital Care

Nursing Facility Services

99304-99306, Initial Nursing Facility Care

99307 – 99310, Subsequent Nursing Facility Care

Domiciliary, Rest Home or Custodial Care Services

99324-99328, Domiciliary or Rest Home Visit for a New Patient

99334-99337, Domiciliary or Rest Home Visit for an Established Patient

Home Services

99341-99345, Home Visit for a New Patient

99347-99350, Home Visit for an Established Patient

For a full listing of the codes within the Evaluation and Management Section of CPT, refer to the 2013 AMA CPT manual. You can purchase a copy by calling the AMA at 800-621-8335 or by going to https://catalog.ama-assn.org/Catalog/home.jsp .

https://catalog.ama-assn.org/Catalog/home.jsp

1997 CMS Documentation Guidelines for Evaluation and Management Services

(Abridged & Modified for Psychiatric Services) I. Introduction What Is Documentation and Why Is It Important? Medical record documentation is required to record pertinent facts, findings, and observations about an individual's health history including past and present illnesses, examinations, tests, treatments, and outcomes. The medical record chronologically documents the care of the patient and is an important element contributing to high quality care. The medical record facilitates:

• the ability of the physician and other health care professionals to evaluate and plan the patient's immediate treatment, and to monitor his/her health are over time.

• communication and continuity of care among physicians and other health care professionals involved in the patient's care;

• accurate and timely claims review and payment;

• appropriate utilization review and quality of care evaluations; and

• collection of data that may be useful for research and education. An appropriately documented medical record can reduce many of the "hassles" associated with claims processing and may serve as a legal document to verify the care provided, if necessary. What Do Payers Want and Why? Because payers have a contractual obligation to enrollees, they may require reasonable documentation that services are consistent with the insurance coverage provided. They may request information to validate:

• the site of service;

• the medical necessity and appropriateness of the diagnostic and/or therapeutic services provided; and/or

• that services provided have been accurately reported. II. General Principles of Medical Record Documentation The principles of documentation listed below are applicable to all types of medical and surgical services in all settings. For Evaluation and Management (E/M) services, the nature and amount of physician work and documentation varies by type of service, place of service and the patient's status. The general principles listed below may be modified to account for these variable circumstances in providing E/M services. 1. The medical record should be complete and legible. 2. The documentation of each patient encounter should include:

• reason for the encounter and relevant history, physical examination findings and prior diagnostic test results;

• assessment, clinical impression or diagnosis;

• plan for care; and

• date and legible identity of the observer.

3. If not documented, the rationale for ordering diagnostic and other ancillary services should be easily inferred.

4. Past and present diagnoses should be accessible to the treating and/or consulting physician.

5. Appropriate health risk factors should be identified. 6. The patient's progress, response to and changes in treatment, and revision of

diagnosis should be documented. 7. The CPT and ICD-9-CM codes reported on the health insurance claim form or

billing statement should be supported by the documentation in the medical record.

III. Documentation of E/M Services This publication provides definitions and documentation guidelines for the three key components of E/M services and for visits which consist predominately of counseling or coordination of care. The three key components--history, examination, and medical decision making--appear in the descriptors for office and other outpatient services, hospital observation services, hospital inpatient services, consultations, emergency department services, nursing facility services, domiciliary care services, and home services. While some of the text of CPT has been repeated in this publication, the reader should refer to CPT for the complete descriptors for E/M services and instructions for selecting a level of service. Documentation guidelines are identified by the symbol •DG. The descriptors for the levels of E/M services recognize seven components which are used in defining the levels of E/M services. These components are:

• history;

• examination;

• medical decision making;

• counseling;

• coordination of care;

• nature of presenting problem; and

• time.

The first three of these components (i.e., history, examination and medical decision making) are the key components in selecting the level of E/M services. In the case of visits which consist predominantly of counseling or coordination of care, time is the key or controlling factor to qualify for a particular level of E/M service. Because the level of E/M service is dependent on two or three key components, performance and documentation of one component (eg, examination) at the highest level does not necessarily mean that the encounter in its entirety qualifies for the highest level of E/M service. These Documentation Guidelines for E/M services reflect the needs of the typical adult population. For certain groups of patients, the recorded information may vary slightly from that described here. Specifically, the medical records of infants,

children, adolescents and pregnant women may have additional or modified information recorded in each history and examination area. As an example, newborn records may include under history of the present illness (HPI) the details of mother's pregnancy and the infant's status at birth; social history will focus on family structure; family history will focus on congenital anomalies and hereditary disorders in the family. In addition, the content of a pediatric examination will vary with the age and development of the child. Although not specifically defined in these documentation guidelines, these patient group variations on history and examination are appropriate. A. Documentation of History The levels of E/M services are based on four types of history (Problem Focused, Expanded Problem Focused, Detailed, and Comprehensive). Each type of history includes some or all of the following elements:

• Chief complaint (CC);

• History of present illness (HPI);

• Review of systems (ROS); and

• Past, family and/or social history (PFSH).

The extent of history of present illness, review of systems and past, family and/or social history that is obtained and documented is dependent upon clinical judgment and the nature of the presenting problem(s).

The chart below shows the progression of the elements required for each type of history. To qualify for a given type of history all three elements in the table must be met. (A chief complaint is indicated at all levels.)

History of Present

Illness (HPI)

Review of Systems

(ROS)

Past, Family, and/or

Social History (PFSH)

Type of History

Brief N/A N/A Problem focused

Brief Problem Pertinent N/A Expanded Problem Focused

Extended Extended Pertinent Detailed

Extended Complete Complete Comprehensive

• DG: The CC, ROS and PFSH may be listed as separate elements of history, or they may be included in the description of the history of the present illness.

• DG: A ROS and/or a PFSH obtained during an earlier encounter does not need to be re-recorded if there is evidence that the physician reviewed and updated the previous information. This may occur when a physician

updates his or her own record or in an institutional setting or group practice where many physicians use a common record. The review and update may be documented by: describing any new ROS and/or PFSH information or noting there

has been no change in the information; and noting the date and location of the earlier ROS and/or PFSH.

• DG: The ROS and/or PFSH may be recorded by ancillary staff or on a

form completed by the patient. To document that the physician reviewed the information, there must be a notation supplementing or confirming the information recorded by others.

• DG: If the physician is unable to obtain a history from the patient or other source, the record should describe the patient's condition or other circumstance which precludes obtaining a history.

Definitions and specific documentation guidelines for each of the elements of history are listed below. Chief Complaint (CC) The CC is a concise statement describing the symptom, problem, condition, diagnosis, physician recommended return, or other factor that is the reason for the encounter, usually stated in the patient's words.

• DG: The medical record should clearly reflect the chief complaint. History of Present Illness (HPI) The HPI is a chronological description of the development of the patient's present illness from the first sign and/or symptom or from the previous encounter to the present. It includes the following elements: • location, • quality, • severity, • duration, • timing, • context, • modifying factors, and • associated signs and symptoms. Brief and extended HPIs are distinguished by the amount of detail needed to accurately characterize the clinical problem(s). A brief HPI consists of one to three elements of the HPI.

• DG: The medical record should describe one to three elements of the present illness (HPI).

An extended HPI consists of at least four elements of the HPI or the status of at least three chronic or inactive conditions.

• DG: The medical record should describe at least four elements of the present illness (HPI), or the status of at least three chronic or inactive conditions.

Review of Systems (ROS) An ROS is an inventory of body systems obtained through a series of questions seeking to identify signs and/or symptoms which the patient may be experiencing or has experienced. For purposes of ROS, the following systems are recognized: • Constitutional symptoms (e.g., fever, weight loss) • Eyes • Ears, Nose, Mouth, Throat • Cardiovascular • Respiratory • Gastrointestinal • Genitourinary • Musculoskeletal • Integumentary (skin and/or breast) • Neurological • Psychiatric • Endocrine • Hematologic/Lymphatic • Allergic/Immunologic A problem pertinent ROS inquires about the system directly related to the problem(s) identified in the HPI.

• DG: The patient's positive responses and pertinent negatives for the system related to the problem should be documented.

An extended ROS inquires about the system directly related to the problem(s) identified in the HPI and a limited number of additional systems.

• DG: The patient's positive responses and pertinent negatives for two to nine systems should be documented.

A complete ROS inquires about the system(s) directly related to the problem(s) identified in the HPI plus all additional body systems.

• DG: At least ten organ systems must be reviewed. Those systems with positive or pertinent negative responses must be individually documented. For the remaining systems, a notation indicating all other systems are negative is permissible. In the absence of such a notation, at least ten systems must be individually documented.

Past, Family, and/or Social History (PFSH) The PFSH consists of a review of three areas:

• past history (the patient's past experiences with illnesses, operations, injuries and treatments);

• family history (a review of medical events in the patient's family, including diseases which may be hereditary or place the patient at risk); and

• social history (an age appropriate review of past and current activities). For certain categories of E/M services that include only an interval history, it is not necessary to record information about the PFSH. Those categories are subsequent hospital care, follow-up inpatient consultations and subsequent nursing facility care. A pertinent PFSH is a review of the history area(s) directly related to the problem(s) identified in the HPI.

• DG: At least one specific item from any of the three history areas must be documented for a pertinent PFSH.

A complete PFSH is of a review of two or all three of the PFSH history areas, depending on the category of the E/M service. A review of all three history areas is required for services that by their nature include a comprehensive assessment or reassessment of the patient. A review of two of the three history areas is sufficient for other services.

• DG: At least one specific item from two of the three history areas must be documented for a complete PFSH for the following categories of E/M services: office or other outpatient services, established patient; emergency department; domiciliary care, established patient; and home care, established patient.

• DG: At least one specific item from each of the three history areas must be documented for a complete PFSH for the following categories of E/M services: office or other outpatient services, new patient; hospital observation services; hospital inpatient services, initial care; consultations; comprehensive nursing facility assessments; domiciliary care, new patient; and home care, new patient.

B. Documentation of Examination The levels of E/M services are based on four types of examination:

• Problem Focused -- a limited examination of the affected body area or organ system.

• Expanded Problem Focused -- a limited examination of the affected body area or organ system and any ther symptomatic or related body area(s) or organ system(s).

• Detailed -- an extended examination of the affected body area(s) or organ system(s) and any other symptomatic or related body area(s) or organ system(s).

• Comprehensive -- a general multi-system examination, or complete examination of a single organ system and other symptomatic or related body area(s) or organ system(s).

These types of examinations have been defined for general multi-system and the following single organ systems:

• Cardiovascular • Ears, Nose, Mouth and Throat • Eyes • Genitourinary (Female) • Genitourinary (Male) • Hematologic/Lymphatic/Immunologic • Musculoskeletal • Neurological • Psychiatric • Respiratory • Skin A general multi-system examination or a single organ system examination may be performed by any physician regardless of specialty. The type (general multi-system or single organ system) and content of examination are selected by the examining physician and are based upon clinical judgment, the patient’s history, and the nature of the presenting problem(s). The content and documentation requirements for each type and level of examination are summarized below and described in detail in tables [provided below]. In the tables, organ systems and body areas recognized by CPT for purposes of describing examinations are shown in the left column. The content, or individual elements, of the examination pertaining to that body area or organ system are identified by bullets (•) in the right column. Parenthetical examples, “(eg, ...)”, have been used for clarification and to provide guidance regarding documentation. Documentation for each element must satisfy any numeric requirements (such as “Measurement of any three of the following seven...”) included in the description of the element. Elements with multiple components but with no specific numeric requirement (such as “Examination of liver and spleen”) require documentation of at least one component. It is possible for a given examination to be expanded beyond what is defined here. When that occurs, findings related to the additional systems and/or areas should be documented.

• DG: Specific abnormal and relevant negative findings of the examination of the affected or symptomatic body area(s) or organ system(s) should be documented. A notation of "abnormal" without elaboration is insufficient.

• DG: Abnormal or unexpected findings of the examination of any asymptomatic body area(s) or organ system(s) should be described.

• DG: A brief statement or notation indicating "negative" or "normal" is sufficient to document normal findings related to unaffected area(s) or asymptomatic organ system(s).

[Deleted: guidelines for “General Multi-System Examinations”] Single Organ System Examinations

The single organ system examinations recognized by CPT are described in detail [we are only including the psychiatric examination] . Variations among these examinations in the organ systems and body areas identified in the left columns and in the elements of the examinations described in the right columns reflect differing emphases among specialties. To qualify for a given level of single organ system examination, the following content and documentation requirements should be met:

• Problem Focused Examination--should include performance and documentation of one to five elements identified by a bullet (•), whether in a box with a shaded or unshaded border.

• Expanded Problem Focused Examination--should include performance and documentation of at least six elements identified by a bullet (•), whether in a box with a shaded or unshaded border.

• Detailed Examination--examinations other than the eye and psychiatric examinations should include performance and documentation of at least twelve elements identified by a bullet (•), whether in box with a shaded or unshaded border.

Eye and psychiatric examinations should include the performance and documentation of at least nine elements identified by a bullet (•), whether in a box with a shaded or unshaded border.

• Comprehensive Examination--should include performance of all elements identified by a bullet (•), whether in a shaded or unshaded box. Documentation of every element in each box with a shaded border and at least one element in each box with an unshaded border is expected.

Content and Documentation Requirements [Deleted: content and documentation requirements for General Multi-System Examination and all single-system requirements other than psychiatry]

Psychiatric Examination

System/Body Area

Elements of Examination

Constitutional

• Measurement of any 3 of the following 7 vital signs: 1) sitting or standing blood pressure, 2) supine blood pressure, 3) pulse rate and regularity, 4) respiration, 5) temperature, 6) height, 7) weight (May be measured and recorded by ancillary staff)

• General appearance of patient (eg, development, nutrition, body habitus, deformities, attention to grooming)

Head and Face

Eyes

Ears, Nose, Mouth, and Throat

Neck Respiratory

Cardiovascular Chest (Breasts) Gastrointestinal (Abdomen)

Genitourinary Lymphatic Musculoskeletal

• Assessment of muscle strength and tone (eg., flaccid, cog wheel, spastic) with notation of any atrophy and abnormal movements

• Examination of gait and station

Extremities Skin Neurological Psychiatric • Description of speech including: rate; volume; articulation; coherence; and

spontaneity with notation of abnormalities (eg, perseveration, paucity of language)

• Description of thought processes including: rate of thoughts; content of thoughts (eg, logical vs. illogical, tangential); abstract reasoning; and computation

• Description of associations (eg, loose, tangential, circumstantial, intact)

• Description of abnormal or psychotic thoughts including: hallucinations; delusions; preoccupation with violence; homicidal or suicidal ideation; and obsessions

• Description of the patient’s judgment (eg, concerning everyday activities and social situations) and insight (eg, concerning psychiatric condition)

Complete mental status examination including

• Orientation to time, place and person

• Recent and remote memory • Attention span and concentration • Language (eg, naming objects, repeating phrases) • Fund of knowledge (eg, awareness of current events, past history, vocabulary) • Mood and affect (eg, depression, anxiety, agitation, hypomania, lability)

Content and Documentation Requirements Level of Exam Perform and Document:

Problem Focused One to five elements identified by a bullet.

Expanded Problem Focused At least six elements identified by a bullet.

Detailed At least nine elements identified by a bullet.

Comprehensive Perform all elements identified by a bullet; document every element in each box with a shaded border and at least one element in each box with an unshaded border

C. Documentation of the Complexity of Medical Decision Making The levels of E/M services recognize four types of medical decision making (straightforward, low complexity, moderate complexity and high complexity). Medical decision making refers to the complexity of establishing a diagnosis and/or selecting a management option as measured by:

• the number of possible diagnoses and/or the number of management options that must be considered;

• the amount and/or complexity of medical records, diagnostic tests, and/or other information that must be obtained, reviewed and analyzed; and

• the risk of significant complications, morbidity and/or mortality, as well as comorbidities, associated with the patient's presenting problem(s), the diagnostic procedure(s) and/or the possible management options.

The chart below shows the progression of the elements required for each level of medical decision making. To qualify for a given type of decision making, two of the three elements in the table must be either met or exceeded. Number of diagnoses or management options

Amount and/or complexity of data to be reviewed

Risk of complications and/or morbidity or mortality

Type of decision making

Minimal Minimal or None Minimal Straightforward

Limited Limited Low Low Complexity

Multiple

Moderate

Moderate

Moderate Complexity

Extensive Extensive High High Complexity

Each of the elements of medical decision making is described below. Number of Diagnoses or Management Options The number of possible diagnoses and/or the number of management options that must be considered is based on the number and types of problems addressed during the encounter, the complexity of establishing a diagnosis and the management decisions that are made by the physician. Generally, decision making with respect to a diagnosed problem is easier than that for an identified but undiagnosed problem. The number and type of diagnostic tests employed may be an indicator of the number of possible diagnoses. Problems which are improving or resolving are less complex than those which are worsening or failing to change as expected. The need to seek advice from others is another indicator of complexity of diagnostic or management problems.

• DG: For each encounter, an assessment, clinical impression, or diagnosis should be documented. It may be explicitly stated or implied in documented decisions regarding management plans and/or further evaluation.

o For a presenting problem with an established diagnosis the record should reflect whether the problem is: a) improved, well controlled, resolving or resolved; or, b) inadequately controlled, worsening, or failing to change as expected.

o For a presenting problem without an established diagnosis, the assessment or clinical impression may be stated in the form of differential diagnoses or as a "possible", "probable", or "rule out" (R/O) diagnosis.

• DG: The initiation of, or changes in, treatment should be documented. Treatment includes a wide range of management options including patient instructions, nursing instructions, therapies, and medications.

• DG: If referrals are made, consultations requested or advice sought, the record should indicate to whom or where the referral or consultation is made or from whom the advice is requested.

Amount and/or Complexity of Data to be Reviewed The amount and complexity of data to be reviewed is based on the types of diagnostic testing ordered or reviewed. A decision to obtain and review old medical records and/or obtain history from sources other than the patient increases the amount and complexity of data to be reviewed. Discussion of contradictory or unexpected test results with the physician who performed or interpreted the test is an indication of the complexity of data being reviewed. On occasion the physician who ordered a test may personally review the image, tracing or specimen to supplement information from the physician who prepared the test report or interpretation; this is another indication of the complexity of data being reviewed.

• DG: If a diagnostic service (test or procedure) is ordered, planned, scheduled, or performed at the time of the E/M encounter, the type of service, eg, lab or x-ray, should be documented.

• DG: The review of lab, radiology and/or other diagnostic tests should be documented. A simple notation such as "WBC elevated" or "chest x-ray unremarkable" is acceptable. Alternatively, the review may be documented by initialing and dating the report containing the test results.

• DG: A decision to obtain old records or decision to obtain additional history from the family, caretaker or other source to supplement that obtained from the patient should be documented.

• DG: Relevant findings from the review of old records, and/or the receipt of additional history from the family, caretaker or other source to supplement that obtained from the patient should be documented. If there is no relevant information beyond that already obtained, that fact should be documented. A notation of “Old records reviewed” or “additional history obtained from family” without elaboration is insufficient.

• DG: The results of discussion of laboratory, radiology or other diagnostic tests with the physician who performed or interpreted the study should be documented.

• DG: The direct visualization and independent interpretation of an image, tracing or specimen previously or subsequently interpreted by another physician should be documented.

Risk of Significant Complications, Morbidity, and/or Mortality The risk of significant complications, morbidity, and/or mortality is based on the risks associated with the presenting problem(s), the diagnostic procedure(s), and the possible management options.

• DG: Comorbidities/underlying diseases or other factors that increase the complexity of medical decision making by increasing the risk of complications, morbidity, and/or mortality should be documented.

• DG: If a surgical or invasive diagnostic procedure is ordered, planned or scheduled at the time of the E/M encounter, the type of procedure, eg, laparoscopy, should be documented.

• DG: If a surgical or invasive diagnostic procedure is performed at the time of the E/M encounter, the specific procedure should be documented.

• DG: The referral for or decision to perform a surgical or invasive diagnostic procedure on an urgent basis should be documented or implied.

The following table may be used to help determine whether the risk of significant complications, morbidity, and/or mortality is minimal, low, moderate, or high. Because the determination of risk is complex and not readily quantifiable, the table includes common clinical examples rather than absolute measures of risk. The assessment of risk of the presenting problem(s) is based on the risk related to the disease process anticipated between the present encounter and the next one. The assessment of risk of selecting diagnostic procedures and management options is based on the risk during and immediately following any procedures or treatment. The highest level of risk in any one category (presenting problem(s), diagnostic procedure(s), or management options) determines the overall risk.

TABLE OF RISK (Modified from 1997 Guidelines for Psychiatry)

Level of

Risk Presenting Problem(s)

Diagnostic Procedure(s) Ordered

Management Options Selected

Minimal 1 self-limited problem (e.g., medication side effect)

Laboratory tests requiring venipuncture;

Urinalysis

Reassurance

Low 2 or more self-limited or minor problems; or 1 stable chronic illness

Psychological testing

Skull film

Psychotherapy

Environmental intervention (e.g., agency, school,

(e.g., well-controlled depressions); or Acute uncomplicated ill-ness (e.g., exacerbation of anxiety disorder)

vocational placement)

Referral for consultation (e.g., physician, social worker)

Moderate

1 or more chronic illness with mild exacerbation, progression, or side effects of treatment; or 2 or more stable chronic illnesses; or Undiagnosed new problem with uncertain prognosis (e.g., psychosis)

EEG

Neuropsychological testing

Prescription drug management

Open-door seclusion

ECT, inpatient, outpatient, routine; no comorbid medical conditions

High

1 or more chronic illnesses with severe exacerbation, progression, or side effect of treatment (e.g., schizophrenia); or Acute chronic illness with threat to life (e.g., suicidal or homicidal ideation)

Lumbar puncture

Suicide risk assessment

Drug therapy requiring inten-sive monitoring (e.g., taperin diazepam for patient in with-drawal)

Closed-door seclusion

Suicide observation

ECT; patient has comorbid medical condition (e.g., cardiovascular disease)

Rapid intramuscular neuroleptic administration

Phamacologic restraint (e.g., droperidol)

D. Documentation of an Encounter Dominated by Counseling or Coordination of Care In the case where counseling and/or coordination of care dominates (more than 50%) of the physician/patient and/or family encounter (face-to-face time in the office or other or outpatient setting, floor/unit time in the hospital or nursing facility), time is considered the key or controlling factor to qualify for a particular level of E/M services.

• DG: If the physician elects to report the level of service based on counseling and/or coordination of care, the total length of time of the encounter (face-to-face or floor time, as appropriate) should be documented and the record should describe the counseling and/or activities to coordinate care.

www.psychiatry.org Psychiatric Services

2012 to 2013 Crosswalk

2012 2013

Service CPT Code 2013 Status

Service CPT Code Report with interactive complexity (+90785)

Diagnostic

Diagnostic interview examination

90801 DELETED

Diagnostic evaluation (no medical)

90791

When appropriate Diagnostic evaluation

with medical 90792

Interactive diagnostic interview examination

90802 DELETED

Diagnostic evaluation (no medical)

90791

Yes Diagnostic evaluation

with medical 90792

Psychotherapy

Individual psychotherapy 20-30 min

90804, 90816

DELETED

Psychotherapy 30 (16-37*) min

90832

When appropriate 45-50 min 90806, 90818 45 (38-52*) min 90834

75-80 min 90808, 90821 60 (53+*) min 90837

Interactive individual psychotherapy

20-30 min 90810, 90823

DELETED

30 (16-37*) min 90832

Yes 45-50 min 90812, 90826 45 (38-52*) min 90834

75-80 min 90814, 90828 60 (53+*) min 90837

Psychotherapy with E/M (there is no one-to-one correspondence)

Individual psychotherapy with E/M, 20-30 min

90805, 90817

DELETED

E/M plus psychotherapy add-on

E/M code (selected using key

components, not time)

and one of:

+90833 30 (16-37*) min

+90836

45 (38-52*) min

+90838 60 (53+*) min

When appropriate 45-50 min 90807, 90819

75-80 min 90809, 90822

Interactive individual psychotherapy with E/M

20-30 min 90811, 90824

DELETED Yes 45-50 min 90813, 90827

75-80 min 90815, 90829

Other Psychotherapy

(None) Psychotherapy for crisis 90839, +90840 No

Family psychotherapy 90846,

90847, 90849 RETAINED Family psychotherapy 90846, 90847, 90849 No

Group psychotherapy 90853 RETAINED

Group psychotherapy 90853

When appropriate

Interactive group psychotherapy

90857 DELETED Yes

Other Psychiatric Services

Pharmacologic management 90862 DELETED E/M E/M code No

*Per CPT Time Rule CPT® five-digit codes, descriptions, and other data only are copyright 2011 by the American Medical Association (AMA). All Rights Reserved. No fee schedules,

basic units, relative values or related listings are included in CPT®. CPT® is a registered trademark of the American Medical Association (AMA).

american psychiatric association cpt coding resources for apa members

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